I. ABOUT:
Voyageurs Bakehouse is looking for an exceptionally organized and dependable Operations & Staff Coordinator to manage the recurring administrative work that keeps our team and three locations running smoothly.
This person will coordinate company-wide employee scheduling, onboarding paperwork, PTO requests, bank deposits, wholesale invoicing, catering inquiries and other important administrative responsibilities.
This is an administrative coordination position, not a restaurant general manager role. You will work closely with our owners and department managers, serving as the administrative connection between our employees, locations, wholesale customers and catering clients.
The ideal candidate enjoys creating order in a busy environment, communicates confidently with different personalities and follows responsibilities through to completion.
II. RESPONSIBILITIES:
1. Staff Scheduling
- Build, review and publish the company-wide employee schedule
- Collect and maintain employee availability
- Coordinate routine shift coverage and movement between locations
- Communicate schedule changes clearly and promptly
- Monitor scheduled hours and flag potential overtime or staffing concerns
- Work with department managers to understand their staffing needs
- Maintain current employee contact, availability and role information
2. Staff Administration
- Coordinate new-hire paperwork, orientation and conduct onboarding per the company's standards.
- Schedule required training with the appropriate department manager
- Ensure new employees receive necessary uniforms, keys and system access
- Receive and process PTO requests according to the company's policies
- Maintain accurate and confidential employee records
- Track certifications, training requirements and scheduling of important review dates
- Assist with job postings and interview scheduling
- Coordinate employee offboarding checklists
3. Financial & office administration
- Prepare, complete and record bank deposits
- Create and send wholesale invoices
- Follow up on missing wholesale paperwork, credits and delivery discrepancies
- Organize vendor invoices, follow up on accounts receivables and/or supporting records for bookkeeping
- Maintain shared calendars, administrative systems and inventory of all office supplies
- Assist the owners and bookkeeper with routine documentation and follow-up
4. Catering and general coordination:
- Receive and organize catering inquiries
- Prepare standard catering quotes and invoices
- Maintain the catering and event calendar
- Communicate confirmed orders to the appropriate kitchen or location manager
- Respond to or route donation, event and community requests
- Monitor administrative email accounts and ensure requests receive timely follow-up
5. SOP Documentation & Updates:
- Create and maintain standard operating procedures, checklists and training documents with support and guidance of priority from Owners.
- Organize SOPs in a central location that employees and managers can easily access
- Review existing procedures regularly and coordinate necessary updates
- Ensure outdated documents are removed or clearly replaced with current versions
- Maintain consistent formatting and version dates across company documents
- Communicate SOP updates to the appropriate managers and employees
- Track employee acknowledgement or required training when procedures change
- Identify recurring administrative tasks that would benefit from a written process or checklist
III. QUALIFICATIONS:
- At least two years of relevant administrative, scheduling, hospitality, retail or multi-location experience
- Exceptional organization and attention to detail
- A strong record of reliability and follow-through
- Clear, professional and friendly communication
- Confidence communicating schedules, expectations and deadlines
- Ability to remain calm and organized when plans change
- Comfort using spreadsheets, email, scheduling platforms and cloud-based software
- Sound judgment when handling confidential employee and business information
- Ability to work independently and recognize when something should be escalated
- Reliable transportation for travel between locationsExperience with restaurant scheduling, QuickBooks, Square, Google Workspace or wholesale invoicing is helpful but not required.
IV. SCHEDULE:
This position will generally work approximately 25-30 hours per week during weekday daytime hours. We can offer flexibility based on the right candidate’s availability.
The schedule could be structured as either:
- Four approximately 6.5-hour work days, o
- Five approximately 5-hour work days
Some limited flexibility may occasionally be needed to help coordinate time-sensitive staffing changes, but this is not intended to be an around-the-clock or permanently on-call position.
The position will be based primarily in Green Bay.
V. COMPENSATION & BENEFITS:
- $20–$24 per hour, based on experience
- Paid Time Off according to company policy (Approx 65-70 hours)
- Complimentary meal while working
- Complimentary weekly Voyageurs bread and selected bakery products
- Employee discounts
- Predictable weekday daytime schedule
- A meaningful role with an independent, locally owned company
VI. SUCCESS IN THIS POSITION:
- Employee schedules are accurate and published on time.
- Coverage needs and schedule changes are handled consistently (Owners are not asked to step in to cover shifts)
- New employees receive an organized and welcoming introduction to Voyageurs
- PTO requests and employee paperwork does not fall through the cracks
- Wholesale invoices and bank deposits are completed accurately and promptly
- Catering inquiries receive timely follow-up and coordination
- Owners and managers have fewer recurring administrative tasks competing for their attention
VII. ABOUT VOYAGEURS BAKEHOUSE:
Voyageurs Bakehouse is an independently owned bakery and restaurant with locations in Green Bay, De Pere and Appleton.
Founded in 2018, we produce naturally fermented sourdough bread, pastries and seasonal food for our cafés, restaurant and wholesale customers. Our values are integrity, community, connection and humility.
VIII. TO APPLY:
Please submit your résumé through Indeed along with a short note / cover letter explaining why your experience and working style would make you a strong fit for this position.
- Voyageurs Bakehouse is an equal opportunity employer. We welcome applicants from different backgrounds and value integrity, reliability, humility and respect throughout our workplace.
Pay: $18.00 - $20.00 per hour
Expected hours: 30.0 per week
Benefits:
- Employee discount
- Flexible schedule
- Paid time off
Work Location: In person
