Administration Coordinator

About this position

Administration Coordinator

Do you want to make a difference in people’s lives by helping to build ​A Mississauga Where No One Goes Hungry?

If you are looking for a great job that offers meaningful work, a comprehensive benefits plan, RRSP matching contribution, an incredible work environment and culture, you enjoy celebrating accomplishments with your co-workers, and plenty of coffee and tea, look no further. Come join The Mississauga Food Bank!

The Mississauga Food Bank’s (TMFB) vision is a Mississauga where no one goes hungry. We relieve hunger in Mississauga by providing and promoting access to healthy food for people in need since 1986.

Job Purpose

The Administration Coordinator is the first point of contact for TMFB. They answer and direct phone calls, greet clients and visitors, and provide support to TMFB staff, volunteers, and clients through effective engagement. They advance the mission and strengthen operations by supporting cross-departmental functions and projects.

What You’ll Do

Reception and Administration (75%)

• Welcome, all clients, visitors, and volunteers with professionalism. Conduct thorough Covid-19 screening of all employees, volunteers, and vendors/visitors. Ensure all visitors entering follow proper precautionary measures. 
• Handle all incoming and outgoing mail. Processing information by sorting and distributing incoming mail/parcels, preparing mail/parcels going out
• Handle incoming calls and emails by prioritizing and routing them appropriately  
• Address all client and agency inquiries, especially concerning emergency food support 
• Perform general administrative tasks (i.e. preparing mailings, entering survey data, data entry, overseeing office supply inventory, PPE kit preparation, admin tasks) as required.  
• Distribute PPE supplies to clients/staff and refill as needed
• Assist the Business Operations team with administrative support and small projects as required

Volunteer Support (15%)

• Train, support,  interact with, and delegate tasks to TMFB administration volunteers to ensure successful outcomes.

Donor Relations (10%)

• During campaigns, provide support to the development team with phone calls and data entry, and provide support when event organizers pick up marketing and food drive supplies.

What You’ll Bring

• High school Diploma or higher education,  additional certification in Office Management is a plus
• Fluent in English is a must - possess excellent communication skills and phone manners; superior customer service skills
• 2+ years of professional work experience in an administrative role 
• Ability to be resourceful and proactive when issues arise - Able to work independently.

What Skills, Competencies, and Qualities You Bring

• Passion. A passion for mission-driven work and personal values aligned with those of TMFB. Concern for and interest in issues of poverty, food security, and/or social justice
• Attention to Detail - Pursue quality in the accomplishment of tasks, regardless of the volume of duties encountered.  Well-organized, detail-oriented, ability to multi-task with great follow-up skills. Able to work independently.
• Client/Customer Focus - Provide superior service to both internal and external customers.  Customer service attitude.
• Evidence-Based Decision-Making skills. Draw conclusions from information. Create plans informed by research, data, and experience. Assess situations to determine the importance, urgency, and risks, and make decisions that are timely and in the best interests of TMFB
• Technical. Tech-savvy. Proficient knowledge of IT assets such as computers and printers. Hands-on experience with office equipment (e.g., fax machines and printers).  Computer proficiency with strong skills in MS Office Suite and/or Google Workplace. Working knowledge of mainstream cloud services is an asset. TMFB is a cloud-based, paperless environment.
• Communication. Strong written and verbal communication skills, as well as telephone etiquette. Speak, listen, and write in a clear, confident, respectful, thorough, and timely manner using appropriate and effective communication tools and techniques
• Flexibility/adaptability. Flexible, versatile, and/or tolerant in a changing work environment while maintaining effectiveness and efficiency. Adjust quickly to changing priorities and conditions. Cope effectively with complexity and change

What We Offer

• 3 weeks of paid vacation, with additional days accruing after 2 years of employment
• 12 days of paid sick time
• 20 paid hours to volunteer at any organization of your choice
• Paid wellness days
• Funding for professional development
• Comprehensive employer-paid benefits plan including medical, dental, and vision coverage 
• Employer-paid mental health and wellbeing support
• Matched group RRSP (after 3 months employment) of up to 5% of your gross salary 
• Equitable and culturally diverse work environment

Role Details

Relationships: This position reports to the Director of Business Operations, is a member of the Business Operations team, and works closely with the other departments.

Position Type:

Full-time, minimal evening and weekend work required. Hours are Monday, Tuesday, and Thursday from 9 am-5 pm, Wednesday from 9 am-8 pm, and Friday from 9 am-1 pm.  

Environment: Office. The Administration Coordinator is required to work on-site at our facility at 3121 Universal Drive, Mississauga.

Compensation: Starting salary of $42,000 - $47,000

As part of its commitment to racial justice and reconciliation, TMFB encourages candidates who identify as Black, Indigenous, and People of Colour to apply for this position. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.