Office Operations Supervisor

Office Operations Supervisor

Location: 120 Milani Blvd., Woodbridge (Vaughan), Ontario – On-site

Employment Type: Full-time, Permanent

Salary: $60,000–$65,000 per year

ITN Food Corporation, a leading Canadian food manufacturer, importer, and distributor, seeks an experienced, hands-on Office Operations Supervisor for its Woodbridge team.

This working-supervisor role combines team leadership with direct order processing, invoicing, account and transaction reconciliation, delivery scheduling, customer correspondence, reporting, and issue resolution.

Company Overview:

For over 30 years, ITN Food Corporation has produced and distributed spices, chutneys, condiments, and other South Asian products. As a family-owned company and exclusive distributor for recognized international brands, we value quality, sustainability, cultural authenticity, operational excellence, employee development, and continuous improvement.

Learn more at www.itnfoodcorp.com

Position Overview:

Reporting to the Director of Operations, the Supervisor will manage office operations and lead Operations Coordinators handling order processing, invoicing, delivery coordination, customer communication, administration, and reporting. The role requires direction, performance monitoring, issue resolution, and coordinator-level work during peak periods, absences, or as needed.

Key Responsibilities:

1. Team Leadership and Daily Management

• Lead, supervise, coach, and support Operations Coordinators and assigned administrative staff.

• Manage workflows and allocate orders, invoicing, delivery coordination, inquiries, reporting, and administrative work.

• Conduct daily briefings on orders, availability, production needs, deliveries, invoices, payments, issues, and priorities.

• Set priorities, assign work, monitor completion, and follow up on unresolved matters.

• Review accuracy, timeliness, and quality; provide training, feedback, and guidance.

• Coordinate schedules, attendance, workload coverage, and backup support.

• Escalate major risks, service failures, staffing concerns, and unresolved matters to the Director.

2. Hands-On Office Operations

• Process sales orders, prepare invoices, reconcile transactions and records, and perform coordinator-level duties as required.

• Receive and process orders through Spire ERP, Pepperi, email, telephone, and other approved channels.

• Verify pricing, quantities, customer details, availability, delivery needs, and documents.

• Prepare timely, accurate invoices aligned with orders, shipments, credits, returns, and delivery records.

• Reconcile orders, invoices, deliveries, customer payments, account adjustments, and related transactions daily.

• Investigate and resolve pricing, quantity, invoice, payment, credit, availability, and delivery-document discrepancies.

• Maintain accurate customer, order, invoice, delivery, and operating records in ERP and related systems.

• Support customer correspondence, front desk, document organization, data entry, filing, and other administrative duties.

3. Order Processing and Fulfillment

• Oversee the full order cycle from receipt and consolidation through invoicing, fulfillment, dispatch, and delivery.

• Ensure accurate processing and timely communication with Warehouse, Production, Logistics, and delivery teams.

• Review open-order reports and address delayed, incomplete, back-ordered, or priority orders.

• Coordinate with Sales on changes, customer requirements, delivery priorities, shortages, substitutions, and related matters.

• Confirm documents before release for preparation, dispatch, or invoicing.

• Monitor progress and act to prevent service delays and invoicing errors.

4. Logistics and Delivery Coordination

• Coordinate deliveries with Warehouse, Production, drivers, Sales, Management, and 3PLs.

• Confirm product availability and readiness before scheduling.

• Schedule drivers and carriers based on priorities, locations, capacity, and operational needs.

• Support route planning and efficient use of company vehicles and external carriers.

• Track deliveries and address delays, rejections, shortages, damages, customer concerns, and proof-of-delivery requirements.

• Coordinate Ontario and other designated Canadian deliveries using company-owned and third-party arrangements.

• Ensure delivery records, driver documents, customer acknowledgments, and supporting documents are complete and maintained.

5. Payment Tracking and Reconciliation

• Track customer payments, including cheques and approved methods, and report details to Finance.

• Reconcile payments against invoices, delivery documents, customer accounts, and internal reports.

• Identify outstanding balances, discrepancies, unapplied payments, credits, and account issues.

• Work with Finance, Sales, and customers to resolve payment and reconciliation concerns.

• Maintain controls over customer cheques, payment records, and supporting documents.

6. Reporting and Operational Controls

• Prepare and present daily reports on order volumes, invoicing, delivery schedules, shortages, outstanding issues, customer payments, and team priorities.

• Update Management on performance, service issues, delays, staffing, and required decisions.

• Monitor order and invoicing accuracy, turnaround times, delivery performance, unresolved discrepancies, and customer service issues.

• Maintain and improve SOPs for order processing, invoicing, reconciliation, delivery coordination, customer communication, and administrative support.

• Identify gaps and recommend improvements to accuracy, accountability, efficiency, and service.

• Keep operational records accurate, complete, and readily available.

7. Cross-Functional Coordination

• Communicate with Sales, Finance, Warehouse, Production, Purchasing, Quality Assurance, and Management.

• Coordinate daily departmental priorities supporting availability, fulfillment, invoicing, and on-time delivery.

• Resolve concerns through timely communication, clear ownership, and documented follow-up.

• Support inventory planning by communicating order needs, shortages, customer priorities, and anticipated demand.

• Participate in planning meetings and short- and long-term improvements.

8. Compliance and Employee Development

• Ensure compliance with company policies, procedures, food safety requirements, documentation standards, and operational controls.

• Train employees on ERP systems, order processing, invoicing, reconciliation, logistics, customer service, and document management.

• Support employee recruitment, onboarding, training, and development.

• Establish expectations and assist with reviews, corrective coaching, and development planning.

• Promote accountability, teamwork, accuracy, timely communication, and continuous improvement.

Required Qualifications:

Experience

• 3 – 5 years in office operations, order processing, sales operations, logistics, distribution, or a related function.

• Experience supervising Operations Coordinators, order-processing employees, administrative staff, or a similar team.

• Hands-on experience in order processing, invoicing, reconciliation, delivery scheduling, reporting, and customer account coordination.

• Food, CPG, manufacturing, importing, wholesale, or distribution experience preferred.

• Fast-paced, high-volume experience with competing priorities.

• Ability to manage a team while personally completing operational work.

Education

• Diploma or bachelor’s degree in Business Administration, Operations, Supply Chain, Logistics, or a related field preferred.

• Relevant practical experience may replace formal education.

Technical Skills

• Experience with Spire, Oracle, Sage 300, or comparable ERP systems.

• Strong proficiency in Excel, Outlook, Word, and PowerPoint.

• Ability to prepare and reconcile reports, spreadsheets, invoices, payment records, and transaction data.

• Familiarity with sales-order applications, CRM, POS, transportation, or warehouse management systems is an asset.

Leadership and Professional Skills

• Proven ability to lead, coach, train, organize, and motivate teams.

• Strong attention to detail and commitment to accurate processing, invoicing, reconciliation, and documentation.

• Strong planning, prioritization, decision-making, problem-solving, customer service, interpersonal, and cross-functional communication.

• Ability to communicate expectations, conduct briefings, and remain hands-on, responsive, and organized during peak periods and changing demands.

• Results-oriented, with strong ownership and accountability.

Language

• Fluent English required; Punjabi, Hindi, or Urdu is an asset.

Why Join Us:

• Annual salary of $60,000 - $65,000, based on experience and qualifications.

• Training, coaching, and advancement based on performance and organizational needs.

• Meaningful work with a Canadian company committed to quality, cultural heritage, service, and operational excellence.

• A diverse, collaborative team focused on accountability, continuous improvement, and collective success.

Work Schedule

In-person Office Based role from Monday to Friday, generally 9:00 a.m. - 5:30 p.m., with additional hours or weekends as operationally required.

Work Location

120 Milani Blvd.

Woodbridge (Vaughan), Ontario L4H 5J9

Benefits

• Paid time off

• On-site parking

• Employee discounts

How to Apply:

Candidates able to lead the team while directly handling order processing, invoicing, reconciliation, logistics coordination, and daily problem-solving are invited to apply via LinkedIn or submit your resume to .