Medina Quality (MQ) is an evolving company committed to improving the health and well-being of food consumers. We are dedicated to fostering proactive and valuable partnerships with our clients to create positive food experiences that are responsible, safe and memorable. To accomplish this, we have a strong diverse team of people to bring our clients an effective, user-friendly and efficient quality and food safety assurance programme. Since 1980, our business has grown to involve dozens of legacy-class international airline carriers, railway operators, regulatory organizations and world-class food providers, striving together to drive the industry to a higher standard. This is not an easy feat, but every day, we work hard to solve hard problems, educate stakeholders and make each other laugh.
This position requires an enthusiastic, committed, detail-oriented and resourceful person who will be responsible for the company’s administrative tasks as well as supporting the Operations & Resource Management Department.

QUALIFICATIONS:

Education and Experience

• A Bachelor’s degree or equivalent in the fields of business administration, management, human resources or other related field OR relevant work experience. Minimum one (1) year of relevant work experience with basic administrative functions and duties. Work experience related to travel planning, event planning and customer service is an asset.
• Experience in the fields of Science/ Food Safety is a significant asset.

Abilities and Skills

• Excellent organizational and time management skills including a proven ability to plan, organize, and prioritize various tasks between departments, establish timeframes and adapt to shifting priorities.
• Ability to multi-task while being meticulous, thorough and detailed. Must be able to manage a project from start to finish, meet deadlines and manage time effectively.
• Excellent attention to details with motivation to accomplish tasks meticulously.
• Excellent computer skills (Web-based applications, Microsoft Office programs Outlook, Word, Excel and Power Point).
• Excellent written and oral communication skills in English.
• Excellent interpersonal skills with an ability to function effectively in a support role with initiative, as part of a team with a cooperative and responsible approach towards team members and independently with self-motivation and minimal supervision.
• High degree of integrity and professional ethics as well as a genuine commitment to the field of food science and to the well-being of food consumers.
• Overall positive, enthusiastic, open-minded, pro-active, innovative, solution and goal oriented, disciplined, respectful, morally responsible, and caring approach towards their work, Medina Quality’s clients and their team members.

MAIN RESPONSIBILITIES ARE AS FOLLOWS BUT NOT LIMITED TO:

• Scheduling and re-scheduling all audits and maintaining and updating the scheduler;
• Following up with Auditors to ensure all deadlines are met and reports are issued on time;
• Daily maintenance and update of the Tracking Forms including verification of upload and submission of all relevant documents (pdf reports, text files etc);
• Liaise with caterers regarding scheduling, troubleshooting, etc;
• Assist in preparation of Auditor groupings;
• Request all clients passes and airline tickets for Auditors;
• Update and maintain MQ’s main contact list of clients and caterers;
• Scheduling and preparation of itineraries for travel including related reservations and creating travel memos for Head Office staff;
• Basic clerical duties (ex: answering the phone, filing, bank deposits, ordering office supplies, arranging appointments, organizing meetings, taking meeting minutes, etc …);
• Assist with the testing and implementation of a new resource tracker software