**Job Title: Administrative Coordinator – Coffee Shop Operations**
**Company:** % Arabica Canada Coffee
**Location:** Toronto
**Employment Type:** Full-time
**Reports To:** Management Team
**About the Role**
We are looking for a reliable and detail-oriented Administrative Coordinator to support the daily communication and workflow between our operations team, store managers, accounting department, and management team.
This role is important in ensuring invoices, reimbursement requests, payroll-related information, HR documents, approvals, and operational updates are collected, organized, followed up on, and communicated clearly. The ideal candidate is responsible, proactive, well-organized, and comfortable supporting different areas of the business as needed.
**Key Responsibilities**
* Coordinate communication between store operations, store managers, the accounting department, and management.
* Collect, organize, and follow up on supplier invoices, statements, reimbursement requests, payment records, and supporting documents.
* Track document status, approval status, missing information, and urgent follow-up items.
* Keep team members updated on pending tasks, deadlines, outstanding documents, and approval progress.
* Assist with basic HR administration, including employee document collection, onboarding support, scheduling support, and maintaining employee records.
* Support payroll preparation by collecting timesheets, schedules, employee updates, and other related information from store managers.
* Maintain organized electronic folders and trackers for accounting, HR, operations, and administrative records.
* Follow up with store managers, suppliers, and internal team members to ensure tasks are completed on time.
* Assist with preparing summaries, reports, checklists, and status updates for management.
* Provide general administrative support to the management and accounting teams.
* Handle ad hoc tasks and support areas outside the regular job duties when business needs arise.
**Qualifications and Skills**
* Strong attention to detail and good organizational skills.
* Responsible, reliable, and able to follow through on tasks.
* Strong communication skills and the ability to keep everyone updated.
* Proactive attitude and willingness to follow up until issues are resolved.
* Comfortable working with multiple teams and handling different types of tasks.
* Able to manage priorities and meet deadlines in a fast-paced environment.
* Willing to go the extra mile when needed.
* Basic knowledge of Microsoft Excel, Google Sheets, shared folders, and email communication.
* Experience in administration, office coordination, accounting support, HR support, or retail/restaurant operations is an asset.
* Experience in a coffee shop, restaurant, franchise, or multi-location business is preferred but not required.
**Personal Attributes**
* Detail-oriented
* Responsible and dependable
* Good team player
* Flexible and willing to help
* Strong sense of ownership
* Clear and timely communicator
* Comfortable following up with different departments
* Able to handle confidential information professionally
**How to Apply**
Please send your resume to [email protected] with the subject line: **Administrative Coordinator Application – [Your Name]**.
We thank all applicants for their interest. Only selected candidates will be contacted.
Pay: $38,239.44-$55,000.00 per year
Work Location: In person
