Administrative & Operations Coordinator

Café Bellvana is seeking a highly organized, dependable, and proactive Administrative & Operations Coordinator to support the day-to-day administration and coordination of our business.

This role is ideal for someone who enjoys organization, problem-solving, communication, and helping a growing business operate smoothly. The successful candidate will work directly with the owner and play a key role in administration, client coordination, supplier management, basic accounting support, and operational follow-through.

Qualifications

• Business Administration Degree or Similar Business related degree with working experience in an administrative capacity

• OR A minimum of 5 years working experience in an operations support capacity

• Strong organizational skills

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office and Google Workspace

• Ability to manage multiple tasks and priorities

• Basic accounting or bookkeeping knowledge

• Professional and trustworthy

• Strong attention to detail

  Preferred

  • Experience in administration, operations, accounting, hospitality, or customer service

  • Experience using spreadsheets and simple accounting systems

  • Marketing or social media experience is an asset

  What We Are Looking For

  • A mature individual who takes initiative

  • Follows through without constant supervision

  • Is dependable and trustworthy

  • Enjoys creating order and structure

  • Wants to grow professionally and contribute to a small business

Administration & Organization

• Organize and maintain physical and digital filing systems

• Prepare and manage business documents

• Maintain records, contracts, and operational files

• Coordinate appointments and schedules

• Ensure administrative systems remain organized and up to date

Accounting & Financial Administration

• Prepare invoices and quotations

• Record expenses and maintain accurate records

• Track payments and outstanding invoices

• Assist with bookkeeping and accountant preparation

• Maintain petty cash records

Client & Supplier Coordination

• Respond to client inquiries professionally

• Follow up on quotations and catering requests

• Coordinate deliveries and orders

• Communicate with suppliers regarding orders and logistics

• Maintain supplier and customer databases

Human Resource Support

• Maintain employee records and files

• Track attendance and leave

• Assist with recruitment and onboarding

• Support staff scheduling and administrative HR functions

Operations & Project Coordination

• Track tasks, deadlines, and follow-up items

• Coordinate with contractors, suppliers, and service providers

• Assist with business improvement projects

• Prepare simple weekly reports for management