Bilingual Administrator Food & Safety

Job Description

• Manage and take responsibility for the entire food safety program for the Ottawa Voila facility
• Take responsibility for adhering to food safety regulations and meeting Voila's food safety standards
• Take corrective action when required to remedy deficiencies in the food safety program
• Provide administrative support to Spoke Leadership
• Arrange and coordinate schedules for departmental travel, meeting requirements, catering, equipment set-up and conference calls
• Participate in meetings (off site when required); responsible for preparing agendas, taking minutes and following up action items
• Manage department filing system
• Sort and distribute departmental invoices and mail
• Inventory management and replenishment of office supplies, uniforms and other site related needs
• Receive and respond to incoming calls in a friendly, courteous and timely manner and relay voice mail from the general mailbox to the appropriate team member and department
• Produce, edit and distribute presentation materials and reports (including period/quarterly/annual reviews, projects, town halls and Excel spreadsheets)
• Track and monitor budgeted office expenses pertaining to telephone, equipment, supplies, donations, uniforms and courier services
• Manage and process high volume of purchase orders weekly
• Coordinate invoices with National Accounting Systems
• Manage all aspects of Spoke payroll and employee data in SAP/Kronos
• Perform timekeeper duties and ensure accuracy and timeliness
• Respond to all payroll inquires and request for information
• Request and coordinate new employee systems set up for phone, phone list, website user id and online uniform purchasing.
• Liaise with other lines of business (i.e. communication, marketing, learning and development, and staff wellness) for corporate employee programs and coordination
• Contribute to the efficient day-to-day operation of the entire Spoke location supporting the entire delivery operations team. Actively contribute to a positive and productive working environment.
 

Job Requirements

• Bilingual in English and French, written and spoken
• Minimum of 1 year administration experience in a distribution/warehouse setting
• Minimum of 1 year experience in food environment (warehouse, etc.)
• Excellent communication skills both verbally and written, with ability to deliver direction and motivation in an effective manner
• Ability to develop strong working relationships with other internal teams such as HR, Resource Planning, Payroll and Finance
• Computer skills: SAP, Microsoft and Outlook
• High level of integrity and the ability to work independently and as a part of a team
• Ability to work flexible hours