Operations Assistant

2 weeks ago

Vancouver, Canada Fresh in your Fridge Full time

**Join Our Team as an Operations Assistant**
- The schedule is Monday - Friday on Call during the weekend._

We're looking for a driven, detail-oriented, hands on and proactive Ops Assistant with a passion for all things culinary to join our team. Fostering strong relationships with clients and team members, while striving for operational excellence to deliver the highest quality standards. Great role if you are looking for stability and growth plus love to be busy and HUSTLE as your days will be dynamic from the beginning of your shift to the end.

**About us**
Fresh in your Fridge is a holistic private chef service in Vancouver BC Canada.We’re a proudly Canadian and woman-owned small (and growing) business that leads with a people centered approach and a fun, supportive, hands on work culture

We are a team of 13 that operate out of our facility in East Vancouver, including a small management team, chefs, and support team. We care deeply about our private chef clients, and cook nutritious + custom meals for them on a weekly basis. Our ethos revolves around environmental consciousness and wellness. We adhere to low-impact, low-waste practices, opting for reusable glassware containers and mindful sourcing during grocery shopping.

Our team thrives on a set of vibrant core values that guide our every action:

- We believe in the power of e**xcessively clear communication**, ensuring that every interaction is transparent and effective.
- **Personal responsibility **is our cornerstone, as each team member takes ownership of their role and contributes to our collective success.
- We **embody wellness **in everything we do, from the ingredients we select to the cooking methods we employ, prioritizing health and vitality.
- **Fun is at the heart of our culture**, infusing joy and enthusiasm into our work environment.
- We welcome new team members & Clients with open arms, fostering a **sense of belonging** and ensuring everyone feels onboard from day one.

**The Role**

As an Operations Assistant, you will be integral to ensuring our kitchen operations run smoothly and our clients receive exceptional service. This position combines client support with operational coordination, directly supporting the Operations Manager and stepping in as their right hand when needed. You will progressively own the full cycle of client journeys, from onboarding to successful meal delivery, addressing any issues in between, and serving as both a client champion and an operational cornerstone.

**Key Responsibilities**
- Actively participate in team meetings and discussions: Daily 1:1, Weekly Operations and Quarterly Planning Meetings. Document action items, and drive accountability by tracking progress. Keep a keen eye on requests and issues, identifying, tracking and reporting them to the Ops manager like a chef spotting the perfect ingredients.
- Regular communication with chefs regarding product levels, inventory needs, and potential improvements to ordering processes. Investigating and resolving discrepancies between inventory software and physical counts, as well as analyzing trends in ordering and wastage to optimize inventory management practices.
- Alongside the Ops Manager, conduct onboarding calls with new clients, explaining service logistics and getting them excited to start their FIYF Journey. Establish yourself as the go-to person, ensuring they feel supported from the start. Set up all documentation administrative and side for the new client onboarding process, client change request process and client cancellation process.
- Identify "win-back" opportunities and escalate them appropriately, ensuring no client is left unsatisfied. Handle "code red" issues with urgency, escalating them to the Ops manager and CEO as needed.
- Provide scheduling updates to the intake/sales coordinator, ensuring returning FIYF clients are well taken care of. Manage schedule or package changes for established clients, ensuring seamless collaboration across all fronts.
- Handle day-to-day tasks like creating driver schedules in Routific and managing effective communication with them, working hand in hand with chefs to ensure smooth operations. Partner up with the Ops manager to create and update scheduling requests as required, ensuring ops run like a well-oiled machine.
- Conduct twice-weekly inventory counts, perform physical checks of all items, and cross-check with inventory software to maintain accuracy. Regularly revise the Master Inventory spreadsheet to reflect accurate inventory data and support informed decision-making, ensuring operational efficiency.
- Source new suppliers/vendors, conduct cost analysis and maintain our standards of quality while seeking the best pricing options. Manage weekly ordering and receiving from multiple vendors. Update pricing across spreadsheets and distributing "What’s Fresh" lists to the team to keep everyone informed.
- Tracking inventory of Costco items and making bi-weekly runs to purchase

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