Job Description

: Operations Lead

Location: Toronto/GTA

About Us

We are a growing services company working at the intersection of technology, customer success, and innovation. We pride ourselves on being agile, customer-focused, and building strong relationships with our partners. As we continue to grow, we are looking for an Operations Lead to take ownership of our core business operations, enabling the CEO and leadership team to focus on growth and strategy.

Role Summary

The Operations Lead is a cross-functional role covering HR, recruiting, customer relations, administration, board liaison, and marketing support. This role is highly hands-on and ideal for someone who enjoys building processes, wearing many hats, and driving operational excellence. A successful candidate will also be tech-savvy and have the curiosity to explore, experiment with, and recommend tools (AI-based and traditional) to improve efficiency and reduce manual effort. Implementation of these tools may be carried out by other teams, but this role will lead in researching options and piloting new ideas.

Key Responsibilities

HR & Payroll

- Enhance or develop efficient processes for vacation/PTO tracking. - Coordinate with benefits provider to address employee inquiries. - Respond to HR-related inquiries (timesheets, vacation, payroll, expenses). - Prepare payroll files based on timesheets, expenses, and supporting data. - Conduct checks and reviews of payroll files before submission. - Research and recommend tools/technology (AI or non-AI) to improve HR and payroll processes.

Recruiting

- Draft job descriptions based on customer requirements. - Determine compensation levels using templates and budgets. - Post job descriptions on appropriate platforms. - Review and filter resumes; screen candidates. - Coordinate technical interviews with subject matter experts. - Communicate with customers on candidate assessments. - Explore and recommend recruiting platforms and tools (e.g., AI resume screeners, interview schedulers).

Customer Relations

- Develop and manage schedules for regular customer touchpoints. - Serve as liaison between customers and the CEO. - Track and follow up on quotes, purchase orders, and contracts. - Proactively follow up with customers on upcoming payments; prepare collections reports. - Communicate industry or company updates to customers. - Identify tools that could improve customer engagement tracking and CRM workflows.

Administration

- Consolidate timesheets and share summaries with customers. - Follow up with staff for payroll-related inputs (timesheets, expenses). - Develop trackers for contract renewals and staff permits. - Coordinate staff contract updates and manage signing processes. - Organize sync-up meetings with customers. - Submit consolidated CEO expenses. - Research tools to simplify document management, scheduling, and reporting.

Board Liaison

- Prepare monthly/quarterly board decks based on inputs from CFO and staff. - Coordinate scheduling and communication with board members.

Marketing

- Develop and execute a basic marketing plan (blog posts, forum participation). - Support outreach plans to connect with potential customers and partners. - Explore marketing automation and analytics tools to support outreach and content efforts.

Qualifications & Experience

Required

- Bachelor's degree in Business Administration, Human Resources, Communications, or related field; or equivalent experience. - 3+ years of experience in operations, administration, HR, or office management. - Strong organisational and multitasking skills, with the ability to manage multiple priorities. - Excellent written and verbal communication skills. - Curious and tech-savvy mindset with proven ability to research and evaluate tools that improve efficiency. - Proficiency in Microsoft Office Suite, Google Workspace, and collaboration platforms. - Strong attention to detail and ability to manage sensitive information with discretion.

Preferred

- Experience in a small business, startup, or consulting environment where adaptability and wearing multiple hats is key. - Familiarity with payroll software, CRM systems, HRIS platforms, and marketing tools. - Comfort with testing AI-enabled tools (e.g., ChatGPT, automated schedulers, resume screeners, dashboards). - Prior experience supporting senior leadership or board members.

What We Offer

- Competitive compensation. - Opportunity to work closely with leadership and have a direct impact on company success. - Exposure to multiple business functions (HR, finance, customer success, marketing). - A supportive and collaborative work environment. - Professional development and growth opportunities as the company scales.

Job Type: Fixed term contract
Contract length: 12 months

Pay: $30.00-$45.00 per hour

Expected hours: 40 per week

Work Location: Hybrid remote in Mississauga, ON L4Z 1X3