Operations Coordinator & Administrative Assistant

JotForm Inc; Hamilton; On-site; CAD 18,000 - 24,000; Part time

Job summary

Muslim Food Bank & Community Services Society (MFBCS) in Hamilton seeks an organized Operations Coordinator & Administrative Assistant to support its food bank operations. The role covers day-to-day coordination, records maintenance, and administrative support to senior management.

The ideal candidate excels at multitasking, communication, and detail orientation, and is comfortable working on-site with volunteers, donors, and staff to ensure smooth operations and timely reporting.

Qualifications

• Minimum 1–2 years of administrative support, office coordination, or operations.
• Nonprofit experience is an asset.
• Strong organizational, planning, and time-management skills.
• Proficiency in Microsoft Office Suite and Google Workspace.

Responsibilities

• Coordinate day-to-day operational activities for the Hamilton Food Bank.
• Provide admin support to senior management and departments.
• Maintain filing systems and data entry/records.
• Coordinate communications with staff, volunteers, donors, vendors, and external stakeholders.
• Monitor office supplies and assist with basic bookkeeping tasks.

Skills

Organizational skills

Time management

Communication

Problem-solving

Independent work

Interpersonal skills

Detail-oriented

Education

Bachelor’s or Diploma in Business Administration / Office Administration / Operations Management

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Google Workspace

Job description

Operations Coordinator & Administrative Assistant

Muslim Food Bank & Community Services Society (MFBCS)

Position Overview

Muslim Food Bank & Community Services Society is seeking an organized, proactive, and detail-oriented Operations Coordinator & Administrative Assistant to support its Hamilton Food Bank operations.

This position supports efficient day-to-day operations, coordinates organizational processes, assists departments and regional offices, and provides administrative support to senior management.

The ideal candidate manages multiple priorities, maintains accurate records, communicates professionally, and supports smooth workflows across the organization.

Work Arrangement: On-Site

Organization: Muslim Food Bank & Community Services Society (MFBCS)

About Us

Muslim Food Bank & Community Services Society is a faith-driven nonprofit organization dedicated to alleviating hunger and supporting the well-being of individuals and families.

Through food assistance, case management, community services, and social support programs, MFBCS serves communities with dignity, compassion, and care.

Duties & Responsibilities

Operations Coordination

• Coordinate and monitor day-to-day operational activities across the Hamilton Food Bank.
• Ensure assigned tasks are completed efficiently and on schedule.
• Develop and maintain operational processes, systems, procedures, and documentation.
• Coordinate communication and collaboration between departments and regional offices.
• Assist with the implementation and monitoring of organizational policies, procedures, and operational standards.
• Prepare operational reports and provide regular updates to management.
• Track administrative activities and key operational metrics.
• Identify operational challenges and recommend practical process improvements.
• Support the planning and coordination of organizational events, meetings, workshops, and special initiatives.
• Assist with resource allocation and the coordination of administrative and operational priorities.

Administrative Support

• Provide administrative support to senior management and department leaders.
• Maintain organized physical and electronic filing systems.
• Complete accurate data entry and maintain organizational databases and records.
• Coordinate communication with staff, volunteers, donors, vendors, and external stakeholders.
• Receive, sort, and distribute incoming correspondence and organizational documents.
• Assist with volunteer and staff onboarding by preparing documents and coordinating administrative requirements.
• Monitor office supply inventory and coordinate purchasing when required.
• Support basic bookkeeping functions, including expense tracking, petty cash records, and administrative financial documentation.
• Maintain the confidentiality of organizational, employee, donor, and client information.
• Perform other administrative and operational duties as assigned.

Qualifications

Education

• Diploma or bachelor’s degree in Business Administration, Office Administration, Operations Management, or a related field is preferred.

Experience

• Minimum one to two years of experience in administrative support, office coordination, or operations.
• Previous experience with a nonprofit organization is considered an asset.
• Experience coordinating multiple projects or organizational operations is preferred.
• Excellent organizational, planning, and time-management skills.
• Strong coordination and project-management abilities.
• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong problem-solving and critical-thinking skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Proficiency in Google Workspace.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal skills and the ability to work collaboratively across departments.
• Self-motivated, adaptable, and able to work independently with minimal supervision.
• Reliable, punctual, and committed to maintaining a consistent work schedule.

Work Schedule

Monday to Thursday: 9:00 AM to 1:00 PM

Saturday: 10:00 AM to 2:00 PM

Total Hours: 20 hours per week

The successful candidate is expected to maintain a consistent work schedule and demonstrate punctuality and dependability.

Occasional flexibility in working hours is required to support organizational events, meetings, and operational priorities.

Why Join MFBCS?

Join a dedicated team supporting individuals and families through food assistance, community programs, and coordinated services.

This role provides an opportunity to strengthen organizational operations and support the effective delivery of services within the Hamilton community.