The Operations & Compliance Coordinator handles a wide range of responsibilities related to employee health & safety, quality assurance, finance support and general office administration. The Operations & Compliance Coordinator will have the ability to manage multiple responsibilities and deliver results in a fast-paced and dynamic environment.
This is an in-office role 5 days a week.
Reporting Structure
This position reports to HR and Finance Manager. The Operations & Compliance Coordinator manages all plant employees in regards to health & safety, regulatory, and quality matters.
Responsibilities
Health & Safety
Managing all aspects of the Health & Safety Program, including:
- Serve as Certified Management Representative on the JHSC — obtain/maintain certification, chair quarterly meetings, document minutes and action items, and accompany the Certified Worker Representative on monthly inspections
- Conduct monthly workplace inspections, identifying hazards and corrective actions, and regularly engage with plant staff to address health and safety concerns
- Maintain first aid certification and oversee fire safety/emergency equipment testing (extinguishers, alarms, first aid kits) on a regular schedule
- Deliver all health & safety training, including annual refreshers, new hire orientation, task-specific training per the training matrix, and monthly safety talks/toolbox meetings
- Develop and maintain emergency response and evacuation plans, and conduct annual fire drills with evacuation procedure reviews
- Investigate all workplace incidents, near misses, and accidents, including root cause analysis, corrective action plans, and maintaining the injury/incident log with WSIB reporting
- Oversee return-to-work and modified work programs for injured employees
- Liaise with the Ministry of Labour and other regulatory bodies during inspections, investigations, or orders, and maintain relationships with external consultants, insurers, and auditors
- Conduct job hazard analyses and workplace risk assessments for equipment, processes, and tasks, including ergonomic assessments and workstation improvements
- Manage the PPE program — selection, distribution, training, and compliance monitoring
- Maintain the WHMIS program and SDS library, and coordinate the lockout/tagout (LOTO) program and equipment-specific safety procedures
- Manage the contractor safety program, including orientation and compliance verification for outside contractors
- Track and report safety performance — KPIs, incident rates, corrective action completion — and present findings at management review meetings
- Maintain the Health & Safety Management System, keeping all procedures, records, and documentation current, and stay up to date on OHSA and applicable legislation
- Manage specialized compliance programs and strategic initiatives, including workplace violence/harassment prevention (with investigations), hearing conservation/respiratory protection/exposure monitoring, coordination with the Plant Manager on capital/process changes, and leading the annual H&S program review
Quality Assurance
Maintaining BRCGS Packaging Standard Certification, including:
- Participating in BRCGS audits annually or as required
- Maintaining documents, procedures, and records in the Quality Management System
- Conducting and participating in internal audits on a monthly basis, including monthly inspections and verification of production records
- Conducting mock recall and traceability exercises annually
- Conducting quarterly BRCGS review meetings with management team
- Completing supplier approval process when new suppliers are onboarded & ongoing management of suppliers and vendors as it relates to the quality program, Completing supplier approval questionnaires for customers and sending Certificates of Analysis with shipments as required
- Conducting root cause analysis and corrective action where required (complaints, audit non-conformities, internal audit findings)
- Conducting refresher training with staff as required per training matrix schedule and updating the program as changes to products or processes occur
- Developing and updating the HARA/HACCP plan when required (when any major changes to process or company structure are identified)
Finance Support & Vendor Management
- Providing day-to-day finance support, including entering and paying bills, setting up vendors, and assisting with reporting and analysis for audits, grants, and cash flow forecasting
- Supporting forecasting and vendor pricing initiatives, tracking spending against financing/grant milestones, and flagging cash flow or A/P issues as they arise
Production Support & Planning
- Working with the Plant Manager on paper inventory planning, ordering, and supplier relationship management to ensure production requirements are met
- Supporting cost, budgeting, and vendor pricing reviews related to raw materials and production planning
Other Responsibilities
General office administration, including:
- Ordering lunch occasionally
- Setting up office/boardroom for meetings
- Tidying sample room
- Assisting with office events (holiday parties, etc.)
- Any Special Projects including research, analysis, pattern identification.
- Utilization of AI tools to perform all responsibilities.
Cooperation
The Office Administrator works closely with Department Manager(s) and the President, as well as Team Leaders. All roles will assist in the monitoring, maintenance and improvements of current programs and processes.
Qualifications
- 2+ years of experience in health & safety, quality assurance, office administration, and/or accounts payable.
- Strong leadership skills.
- Excellent communication, interpersonal, and presentation skills.
- Strong project management skills.
- Ability to multitask and manage competing priorities.
- Strong analytical and problem-solving skills.
- Familiarity with HACCP/HARA/Food Safety & Quality management systems (BRC, SQF, ISSO 22000, etc.), finance and accounting principals is an asset.
- Bachelor’s degree in related field an asset.
- Proficiency in Microsoft Office Suite and QuickBooks Desktop an asset.
Pay: $71,600.00 per year
Work Location: In person
