Product Coordinator

About ITN Food Corporation

ITN Food Corporation develops, imports, distributes, and brings to market a growing portfolio of South Asian and ethnic food products across multiple categories, including our Desi master brand. We are looking for a highly organized remote coordinator who can support Canadian business hours and help keep product development, supplier follow-ups, packaging projects, and administrative work moving forward.

The Remote Product Coordinator & Administrative Specialist will act as a reliable execution partner for the hiring manager. The role combines new product development coordination, supplier and co-packer follow-ups, sample and artwork tracking, documentation, and administrative support. The person must be comfortable working remotely, communicating clearly in writing, and maintaining strong visibility across many ongoing projects.

This is an execution and coordination role. Strategy, pricing, SKU launch decisions, brand positioning, and final approvals remain with the hiring manager and senior leadership. The right candidate is highly intelligent, organized, persistent, and able to own follow-ups without needing constant reminders.

·       Minimum 6 hours of overlap with the GTA / Toronto business day is required.

·       Preferred schedule is full overlap with the hiring manager’s day, approximately starting around 9:15 a.m. Toronto time, or starting earlier with enough overlap for live communication.

·       For strong international candidates, a longer 9-10 hour workday may be considered if mutually agreed and properly compensated.

·       Candidate must be responsive during agreed working hours through email, Teams/WhatsApp or another approved communication channel, and scheduled calls.

International remote applicants must have a reliable professional home-office setup suitable for daily work with a Canadian company.

Required setup includes:

·       A modern, reliable computer capable of handling Microsoft 365, spreadsheets, video calls, file sharing, and browser-based business systems.

·       A working webcam suitable for video meetings.

·       A clear headset or microphone/audio setup suitable for professional calls.

·       A WhatsApp-enabled smartphone for urgent communication, supplier follow-ups, and coordination during agreed working hours.

·       Stable high-speed internet with enough reliability for video calls, file uploads/downloads, and regular online work.

·       A quiet, professional work environment with minimal background noise during calls.

·       Reliable electricity or a practical backup plan for power/internet disruptions where applicable.

·       Access to email, Microsoft Teams or other approved communication tools, shared folders, and any company systems assigned for the role.

ITN will provide access to approved company systems and accounts where required, but the candidate is expected to provide and maintain their own basic work-from-home equipment and connectivity.

·       Maintain the master NPD tracker covering active SKUs, packaging projects, samples, artwork, regulatory review, production, and launch status.

·       Track milestones for each project, including concept, sample request, sample approval, costing, artwork, CFIA/regulatory review, production readiness, and launch.

·       Send weekly status updates summarizing progress, blockers, pending decisions, and overdue follow-ups.

·       Flag delays, missed deadlines, unclear ownership, or missing information early so the hiring manager can intervene when needed.

·       Prepare gate review materials, meeting agendas, project summaries, and action item lists as directed.

·       Send sample requests to co-packers, suppliers, packaging vendors, ingredient vendors, and other external partners based on direction from the hiring manager.

·       Track sample arrivals, log sample details, route samples to the correct internal reviewers, and capture feedback in an organized way.

·       Follow up persistently on outstanding quotes, specifications, COAs, ingredient lists, packaging details, timelines, and production requirements.

·       Maintain organized records of supplier contacts, pricing quotes, capability sheets, sample history, and pending supplier commitments.

·       Coordinate with South Asian and international suppliers where required, including clear written follow-ups and documentation.

·       Manage packaging artwork rounds between designers, freelancers, suppliers, co-packers, internal reviewers, and regulatory consultants.

·       Coordinate CFIA and bilingual label review feedback with the appropriate internal or external reviewers; route comments and ensure revisions are completed.

·       Maintain version control for artwork files, approved proofs, die-lines, print specifications, and final supplier-ready artwork packages.

·       Ensure final approved artwork is shared with suppliers or co-packers with the correct print, size, case label, barcode, and SKU information.

·       Track packaging changes across related SKUs so family designs stay consistent and launch details are captured accurately.

·       Coordinate between purchasing, design, operations, warehouse, quality, finance, sales, suppliers, and co-packers so each group has the information it needs.

·       Connect open questions from one department to the right person in another department and follow through until resolved.

·       Maintain visibility across multiple ongoing projects and keep the hiring manager aware of what is moving, what is stuck, and what needs a decision.

·       Take clear meeting notes during supplier calls, internal reviews, retailer discussions, and project meetings; circulate action items and deadlines afterward.

·       Support scheduling, calendar coordination, meeting setup, reminders, document preparation, and follow-up notes.

·       Maintain organized digital files for active and archived projects, supplier documents, artwork files, quotes, samples, and approvals.

·       Assist with expense tracking, invoice follow-up, basic document routing, and administrative reminders as required.

·       Create and maintain spreadsheets for unit economics comparisons, supplier quote comparisons, project status tracking, and basic reporting. The hiring manager makes final decisions; this role keeps the data clean and organized.

·       Use Microsoft 365 tools, email, Excel, shared folders, and company systems to keep information easy to find and up to date.

·       Learn and use Spire ERP where required for product, supplier, item, inventory, or document lookups.

·       Help improve simple trackers, templates, checklists, and follow-up systems so recurring product development work becomes easier to manage.

·       Maintain structured project notes and open-loop trackers so key details are captured clearly and easy to reference.

·       Maintain a daily task list and communicate progress clearly without waiting to be asked.

·       Send concise end-of-day or weekly updates summarizing completed items, pending follow-ups, blockers, and decisions needed.

·       Use shared trackers, files, spreadsheets, and company systems consistently so the team can see current status at any time.

·       Write clear, professional follow-up emails to suppliers, co-packers, designers, and internal staff.

·       Escalate delays, non-responses, unclear instructions, or conflicting information quickly.

·       This role is best suited for a remote professional who can combine administrative reliability with strong product and project coordination.

·       The strongest candidate will be comfortable working independently during agreed hours, keeping trackers current, communicating progress clearly, and escalating delays or missing information early.

·       Success in this role comes from ownership, persistence, clear written communication, and the ability to keep multiple supplier, artwork, sample, and documentation workstreams moving across time zones.

• Coordinate product lifecycle activities from initiation through execution, ensuring tasks are completed on time and documented accurately.
• Manage detailed trackers and project documentation using Excel, Google Sheets, or other project management tools to monitor progress and update relevant stakeholders.
• Communicate professionally and clearly with suppliers, internal teams, and leadership, providing summaries, follow-ups, and status reports.
• Maintain strong organization of open tasks, prioritizing and progressing multiple assignments simultaneously while ensuring follow-through with minimal supervision.
• Collaborate cross-functionally with operations, supply chain, packaging, and quality assurance teams to ensure product specifications, artwork, samples, and regulatory documents are properly tracked and managed.
• Support the onboarding and coordination with international suppliers, especially from South Asia, adhering to cultural and communication nuances.
• Use ERP systems such as Spire and other internal tools to manage product data, track orders, and generate reports as needed.
• Continuously improve coordination and reporting processes to enhance efficiency and clarity in product management activities.
• Assist with administrative support related to product management, including documentation, meeting coordination, and follow-up actions.
• Ensure all work adheres to company standards and regulatory requirements relevant to food and packaging products.
• Practice a high ownership mindset by completing tasks thoroughly from start to finish without requiring frequent reminders.
• Stay updated on packaging artwork, label reviews, sample tracking, certificates of analysis, and food regulatory documentation requirements to support compliance.