As a Junior Food Safety Coordinator, you will support day-to-day food safety operations with a focus on managing documentation, shipment compliance, and AI-based platform troubleshooting.
Your role plays a vital role in bridging compliance, data, and digital transformation across departments. It includes supporting the team on Certificate of Analysis (COA) operations, documentation review, and data entry into our ERP system which tracks all order related information and documentation. For FSQA, you are also the Project Coordinator (working with an external AI company) for the deployment of our AI-based COA review automation and COA document packages ("docpacks") sending out platform which must remain aligned with the ERP system.
You’ll work cross-functionally with stakeholders - External (Customer, Supplier, Warehouses, AI-consultant) and Internal (Commercial, Supply Chain, and Logistics teams) - to ensure COA document packages (COA docpacks) meet customer and regulatory microbiology standards. This role requires excellent organizational, technical, and communication skills in a fast-paced environment.
Core Responsibilities
A. Food Safety Documentation & Data Review
- Monitor internal shipment dashboards and lot code mapping to create compliant docpacks.
- Review Certificates of Analysis (COAs) against customer and industry microbiology standards.
- Upload supplier documentation to customer platforms and internal databases.
- Ensure timely and accurate updates to SOPs and internal training materials.
- Transcribe in-house FSQA training videos into formal documentation.
- Support New Item Creation process by verifying food safety documentation against product specifications.
B. Platform & Process Support
- Operate and troubleshoot the AI-based shipment documentation platform.
- Resolve exceptions, escalate issues when necessary, and ensure smooth daily operations.
- Maintain clean, version-controlled digital records using SharePoint and internal tools.
C. Cross-Department Communication
- Liaise with internal teams to support COA operations and troubleshooting.
- Coordinate with customers and global suppliers for document clarification and timelines.
- Provide timely follow-ups and ensure open communication channels across stakeholders.
D. Administrative & Ad-Hoc Support
- Support FSQA Manager in day-to-day coordination and long-term projects.
- Assist with filing, formatting, and reporting tasks as needed.
- Participate in special tasks or compliance projects across the department.
Required Skills
Organizational & Analytical
- Strong multitasker with ability to prioritize under pressure and meet deadlines.
- Detail-oriented with an analytical mindset for reviewing technical data.
- Well-organized with an acute sense of observation and document accuracy.
Initiative & Ownership
- Takes full ownership of assigned tasks and sees them through to completion.
- Proactively looks for solutions and identifies process improvements.
- Able to summarize complex issues into clear, actionable steps.
Communication & Teamwork
- Excellent English written and oral communication skills (Spanish is an asset).
- Confident in communicating across departments and cultures.
- Demonstrates professionalism, courtesy, and reliability in team settings.
Technical Proficiency
- Comfortable working in fast-paced, tech-enabled environments.
- Efficient and effective on computers, with strong learning agility.
- Tools: Word, Excel, Outlook, Adobe, SharePoint, MS Teams
- Assets: SAP Business One (SAPB1), experience in AI-based platforms, basic programming knowledge
Education & Work Experience
- Diploma, Degree, or Post-Baccalaureate Certificate in Food Science, Food Safety, Biological Sciences with Computer Science inclination, or related field.
- Previous Computer Programming and AI-based project experience is preferred.
- Previous experience in the food industry is a strong asset.
- Formal training in microbiology or food safety standards an asset.
Benefits
- Part of the annual discretionary bonus plan
- Health/Dental insurance coverage (100% of premiums paid by the company) after 3 months of employment
- Telus Virtual Health Care (Telemedicine) after 3 months of employment
- 2 weeks paid vacation per year
- 5 personal/sick days per year
- 2 days per week Work from Home, 3 days in the office (expected in office full time to train for first 8-10 weeks)
- 50% subsidized gym membership to Fit Form down the street from the office
- Flex Friday working hours (end to day 1 pm during summer, 3 pm all other months)
- Casual-professional work environment
- Weekly fresh fruit program in the office
- Free onsite parking with free electric charging stations
- Outdoor patio for lunches and events
- Company-paid team-building outings
About the employer
Founded in 2001 as an international food trading company, ArdoVLM is now a recognized leader in global food supply chain integrity management.
Building on an import-export business model with strategic investments in food safety auditing, farming, and food processing, ArdoVLM’s commitments to brand protection are the foundation upon which we guarantee the quality of the competitively priced foodstuffs that we bring to market.
Only candidates who are considered for the position will be contacted.
