Administrative Coordinator

Second Harvest; Toronto; On-site; CAD 40,000 - 60,000; Full time

Benefits offered by this job

Comprehensive group insurance

Employer match contributions to pension and retirement plans

4 weeks annual vacation

Job summary

Second Harvest is seeking an Administrative Coordinator in Etobicoke, ON to support day-to-day operations and enhance administrative workflows. In this fully on-site role, you'll ensure professional services for visitors and maintain organized records.

Ideal candidates are passionate about our mission of 'No Waste. No Hunger.' and have 2+ years of administrative experience. A robust benefits package and a commitment to work-life balance are offered.

Qualifications

• 2+ years of administrative or office coordination experience.
• Experience in a client or customer-facing role.
• Highly organized with a proactive approach to process improvement.

Responsibilities

• Support day-to-day administrative operations and ensure efficient processes.
• Provide front reception services, managing inquiries and visitors.
• Assist with administrative financial processes and maintain records.

Skills

Administrative coordination

Customer service

Process improvement

Communication

Microsoft Office proficiency

Job description

Elevate Your Career and Impact at Second Harvest

Location: Etobicoke, ON

Department: Administration

Reports to: Office Manager

Work Type: Fully On-Site

Time Required on-site:100%

Work Schedule: Must be able to work Monday to Friday, 7:00 a.m. – 3:00 p.m. and/or 9:00 a.m. – 5:00 p.m. as needed to meet operational demands.

The Opportunity Awaits—Where Passion Meets Impact! Second Harvest is Canada’s largest food rescue organization and the expert in perishable food recovery. We rescue surplus, unsold food from across the supply chain and redistribute it to non‑profits across the country to feed communities. Demonstrating our values of Innovation, Impact and Integrity, we strive for No Waste. No Hunger.

Think we’re just about redirecting food surplus? Think bigger.

Here’s why Second Harvest is your next career leap:

• Pioneers in food rescue, we are a renowned leader in perishable food redistribution across Canada.
• With a mission fueled by a no‑waste, no‑hunger ethos, we’re not just changing the game—we’re rewriting the rules.
• Our strategic approach aligns with the United Nations’ Sustainable Development Goals (SDGs), making every day a step towards global change.

The Role: Reporting to the Office Manager, the Administrative Coordinator supports the day‑to‑day administrative operations of the organization, ensuring efficient processes, exceptional customer service, and seamless support across departments. This role is a key point of contact for staff, volunteers, vendors, and visitors, and plays a key role in maintaining organized systems, strengthening administrative workflows, and enhancing overall operational efficiency.

Your Impact:

• Provide professional front reception services, including greeting and assisting visitors, volunteers, donors, vendors, and staff; managing visitor sign‑in and building access procedures; and serving as the primary point of contact for the general phone line, main inbox, and internal request inbox, ensuring timely responses, coordination, and resolution of inquiries.
• Receive, sort, distribute, and coordinate incoming and outgoing deliveries, shipments, correspondence, courier services, and urgent deliveries, while maintaining organized and efficient administrative operations.
• Support the day‑to‑day operation of the office by monitoring office spaces, equipment, supplies, inventory, and maintenance requirements, coordinating with vendors, contractors, and service providers; and supporting opening, daytime, and closing duties as required.
• Maintain administrative records, databases, filing systems, tracking tools, and reports; support data collection, reporting, and analysis for operational planning and decision‑making; and assign the development, documentation, and continuous improvement of Standard Operating Procedures (SOPs) and administrative workflows.
• Provide administrative coordination and support for meetings, training sessions, staff events, organizational initiatives, departmental projects, health and safety programs, and compliance requirements.
• Support the successful integration and engagement of volunteers and new administrative team members and staff by providing orientation, onboarding, training, procedural guidance, and ongoing day‑to‑day support while promoting a collaborative, service‑oriented work environment.
• Assist with administrative financial processes, including petty cash administration and reconciliation, bank deposits, purchase requests, invoice tracking, vendor documentation, and related financial record‑keeping.
• Promote and embody Second Harvest’s values of Innovation, Impact, Integrity; maintain confidentiality of organizational, donor employee, and stakeholder information; build positive relationships with internal and external stakeholders; and perform other related duties as assigned in support of organizational goals.

Who You Are:

• Passionate: Inspired by Second Harvest’s mission of “No Waste. No Hunger.”
• Experienced: You bring 2+ years of administrative or office coordination experience, with the ability to manage competing priorities and support efficient day‑to‑day operations with demonstrated success.
• Customer‑Centric: You have 2+ years in a client or customer‑facing role, delivering consistently high‑quality, responsive service with professionalism, empathy, and a solutions‑focused mindset.
• Process‑Oriented: Highly organized and efficient, you proactively improve processes, streamline workflows, and enhance overall service delivery.
• Communicator: You have strong verbal and written communication skills and can engage effectively with a wide range of stakeholders.
• Organized & Detail‑Oriented: You manage time and tasks effectively, with a high level of accuracy and attention to detail.
• Diligent & Reliable: You take ownership of your work, follow through on commitments, and maintain quality and consistency in everything you do.
• Tech‑Savvy: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfortable learning new systems.
• Values‑Aligned & Collaborative: You work well independently and as part of a team, and demonstrate a commitment to equity, diversity, inclusion (EDI), accessibility (AODA), and environmental stewardship.

A Robust Compensation Package:

• A competitive salary paired with a robust benefits package.
• Comprehensive group insurance (health, dental, life, AD&D and Long‑Term disability)
• Employer match contributions (3%) to a Defined Benefit Pension Plan.
• Employer match contributions (up to 4%) to a Group Retirement Savings Plan.
• Access to parental leave top‑up.
• 4 weeks of annual vacation & 1 additional day per year of service (max 30).
• Summer Half‑Days to further extend long weekends & Winter holiday closure.
• Access to an Employee and Family Assistance Program.
• Professional growth in a role that makes a real difference.
• Flexible work hours and a commitment to work‑life balance.

Commitment to Equity, Diversity, and Inclusion: Second Harvest is committed to fostering a diverse and inclusive work environment. We strongly encourage applications from all qualified individuals, especially those from equity‑deserving groups, including racialized persons/persons of color, Indigenous peoples, women, persons with disabilities, and members of the LGBTQ2S+ community.

Second Harvest is a dog‑friendly environment.