Administrative & Operations Coordinator

The Administrative & Operations Coordinator is a key support role to the owner of Café Bellvana. This person will provide day-to-day administrative, operational and coordination support across the business — including filing, data entry, scheduling, customer/vendor follow-up and light accounting tasks. The ideal candidate is reliable, proactive, detail-oriented, and trustworthy.

Education

• Diploma or Associate Degree in Business Administration, Management or a related field (Bachelor’s Degree is an asset but not required)

• OR proven equivalent experience in administrative/operations roles

Experience

• Minimum 2 years in an administrative, operations or office coordination role

• Experience in small business operations would be an asset

• Familiarity with basic bookkeeping or working with petty cash and sales data is a plus

• HR support or recruitment experience is an asset

Skills

• Excellent organizational skills — able to keep track of many moving parts

• Strong written and verbal communication — able to draft messages, documents and follow up professionally

• Confident with basic digital tools — Google Sheets/Docs, WhatsApp, email, PDF editing

• Comfortable handling sensitive information — discretion and confidentiality is critical

• Reliable and proactive — shows initiative, flags problems, and follows up without being told

• Multitasker with attention to detail — can juggle routine tasks while keeping standards high

• Good interpersonal skills — friendly and firm when managing staff or vendor relationships

Ideal Candidate Profile

• Trustworthy and highly organized

• Comfortable with filing, Google Docs and spreadsheets

• Excellent follow-through and communication skills

• Can manage small projects and admin tasks without supervision

• Confidential and professional in handling business and staff info

Administrative Support

• Maintain and organize digital and physical files

• Draft, format and print documents or letters as needed

• Manage phone calls, WhatsApp, emails and follow-ups professionally

• Schedule

• Track inventory, purchases, and supplier communication

Operations Support

• Support team with daily coordination

• Monitor and update checklist, schedules and task tracker

• Handle petty cash logging

• Keep track of task that needs the owner sign off

Light Accounting Assistance

• Input daily sales, expenses and vendor payments into system

• Assist in preparing customer invoices and keep track of those payments, with digital records.

• Assist in preparing basic weekly or monthly summary reports

Work alongside external accountant as needed.

HR Support

• Posting job vacancies and screening applicants

• Onboarding new staff

• Keeping employee records updated

• Handle follow ups, scheduling and coordination

• Supporting evaluations

Internal & External Communication

• Event tracking and task reminders

• Appointment scheduling

• Communicate with catering clients