Operations Assistant

Position Summary

The Operations Assistant plays a key role in ensuring the efficient day-to-day operations of Muslim Food Bank & Community Services Society. This position is responsible for coordinating organizational processes, supporting cross-departmental operations, and providing high-level administrative support to senior management. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while ensuring smooth communication and workflow across the organization.

Key Responsibilities

Operations Coordination

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

Administrative Support

• Provide administrative support to senior management and department leaders.
• Maintain organized physical and electronic filing systems.
• Perform 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 documentation 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 confidentiality of sensitive 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 1-2 years of experience in administrative support, office coordination, or operations.
• Previous experience in a non-profit organization is considered an asset.
• Experience coordinating multiple projects or organizational operations is preferred.

Skills & Competencies

• Excellent organizational, planning, and time management skills.
• Strong coordination and project management abilities.
• Exceptional 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 (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal skills with the ability to work collaboratively across departments.
• Self-motivated, adaptable, and capable of working independently with minimal supervision.

Position Details

Part-time position

On-site position.

The successful candidate is expected to maintain a consistent work schedule and be punctual

and dependable.

Occasional flexibility in working hours may be required to support organizational events,

meetings, or operational priorities.