Administrative officer (NOC13100) VANILLA EN GLAZE INC

Administrative officer (NOC13100)

Posted by Employer VANILLA EN GLAZE INC 

Vanilla Ën Glaze was established in 2010 serving customers all over the GTA. We focus on creating modern and traditional pastries and cakes. We opened Vanilla ËnGlaze to challenge other pastry companies and pastry chefs and in doing so, we bring out the best in the industry. Our chefs are international experienced, some with over 20 years. Vanilla Ën Glaze has supplied many VIPs for their culinary needs, including artistic, sports stars and Members of Parliament. We also supply to major hotels from Ottawa to Niagara. All of our customers have been more than pleased with the quality and caliber of our work and continue to return for new orders. We invite you to be a part of our great innovative team.

Job details

·        Location: 2750 14th Avenue, Unit#12/13, Markham, ON, L3R0B6

·        Work location: On site

·        Salary: 65,520 annually 

·        Terms of employment: Permanent employment, Full time, 35 hours per week

·        Starts as soon as possible

·        Benefits: discounts on food items.

·        Employment conditions: must be available to work in any shift including morning, Evening, Day, Weekend and Holidays as per business requirements

1 vacancy

Languages: English

Education: College, or other non-university certificate or diploma from a program of 1 year OR Several years of administrative experience.

Experience: 2 years to less than 3 years

On site: Work must be completed at the physical location. There is no option to work remotely.

Responsibilities and tasks

·        Coordinate day‑to‑day office operations to ensure smooth workflow between front‑of‑house, kitchen, and management.

·        Maintain and organize electronic and paper filing systems for contracts, invoices, supplier records, staff documents, and client orders.

·        Draft, format and proofread business correspondence, forms, contracts, and internal documents.

·        Schedule and conduct staff meetings.

·        Monitor production timelines for catering and custom orders, communicate any delays or issues to management and customers.

·        Maintain calendars for management, schedule and confirm appointments, and coordinate daily task lists and deadlines.

·        Arrange delivery schedules for large/custom orders and communicate timelines with production staff.

·        Prepare, update and maintain records such as client files, order logs, supplier lists, and inventory tracking sheets.

·        Enter and update data in spreadsheets or POS/management systems with high accuracy (orders, sales, expenses, supplier information).

·        Organize and archive bills, receipts, invoices and supporting documents for accounting and compliance purposes.

·        Handle incoming calls, emails and in‑person inquiries from customers regarding products, pricing, custom orders and catering.

·        Coordinate details for special orders (flavours, designs, dietary restrictions, event dates) and ensure accurate documentation for production.

·        Provide prompt, professional customer service and escalate complex issues to management when required.

·        Communicate with suppliers to confirm pricing, product availability, delivery dates and resolve minor issues.

·        Maintain an up‑to‑date contact list of suppliers and service providers (e.g., equipment maintenance, printing, couriers).

·        Assist in obtaining quotes and comparing options for supplies and services.

·        Assist in implementing and maintaining office procedures related to record‑keeping, ordering, and customer service standards.

·        Ensure sensitive client and business information is handled confidentially and stored securely.

·        Help prepare and organize documents needed for inspections, licensing renewals,

·        Compile basic operational reports (e.g., daily/weekly sales summaries, order volumes, customer inquiries) for management review.

·        Support management with administrative tasks related to staffing, such as organizing training schedules, maintaining attendance or simple HR records, as directed.

·        Assist in preparing materials for meetings, including agendas, notes and follow‑up action lists.

·        Coordinate administrative aspects of catering events (confirming headcounts, timelines, delivery details and documentation).

·        Support daily operations with tasks such as preparing order checklists, labels, and delivery documentation for the production team.

·        Help streamline administrative workflows to improve efficiency in a fast‑paced bakery environment.

·        Train junior staff

·        Establish work priorities and ensure procedures are followed and deadlines are met

·        Assist in the preparation of operating budget and maintain inventory and budgetary controls

·        Any other duties as per business needs.

Work conditions and physical capabilities: Ability to work independently, Fast-paced environment, Work under pressure, Tight deadlines, Attention to detail, large workload, Repetitive tasks

Personal suitability: Efficient interpersonal skills, Excellent oral communication, Excellent written communication, Flexibility, Organized, Reliability, Ability to multitask, Time management, Adaptability, Team player

How to apply

By email: vanillaenglazehr@gmail.com

By mail: 2750 14th Avenue suite Unit#12/13Markham, ONL3R 0B6

What you must include in your application: Cover letter