Job Description

Job Summary
The Operations and Office Coordinator is a dynamic, multi-functional role responsible for overseeing a variety of administrative tasks, ensuring smooth operations, and supporting the overall efficiency of the office environment. Reporting directly to the Controller, this position is essential for managing vehicle and key tracking, employee onboarding, office supply ordering, safety equipment management, and performing general office assistant duties. The successful candidate will demonstrate strong organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced work setting.

Key Responsibilities:

• Key Management:

Track and manage the distribution and return of office and vehicle keys.
Ensure keys are properly logged and securely stored.

• Vehicle Management:

Oversee vehicle inspections and track related data for fleet vehicles.
Ensure vehicle safety and maintenance requirements are met working with staff and vendors.

• PPE (Personal Protective Equipment) Tracking:

Maintain inventory of safety equipment and ensure timely reordering of supplies.
Track distribution and usage of PPE across employees.

• Apprenticeship Program Management:

Assist in the administration and coordination of apprenticeship programs.
Maintain records, schedules, and support apprentices as needed.

• Onboarding / Offboarding & Employee Setup:

Manage new employee orientation and onboarding processes. Assist with offboarding procedures upon employee departure from company.
Set up new hires with G Suite accounts, Dispatching Software Accounts, and relevant company tools and resources.

• Safety Supply Closet & Office Supply Ordering:

Monitor and maintain inventory levels for office and safety supplies.
Place orders for necessary supplies and ensure efficient stock management.

• Answer Phones and General Office Support:

Provide front-line communication by answering phone calls, directing inquiries, and assisting visitors.
Perform various office assistant tasks as required by the team.

• Miscellaneous Office Tasks:

Provide administrative support across departments as needed.
Assist with filing, document management, and data entry.
Prepare reports as requested by management

• Reporting:

Report directly to the Controller on a daily, weekly, or monthly basis as required.
Provide status updates on office operations, inventory, and employee onboarding.

• Qualifications:

Strong organizational and time-management skills.
Ability to multitask and prioritize effectively.
Proficient in G Suite and basic office software (e.g., Word, Excel).
Excellent communication skills, both verbal and written.
Previous office assistant, administrative, or operations experience a plus.
Ability to handle sensitive information with discretion.

• Skills and Abilities:

Attention to detail for inventory and safety tracking.
Proactive problem-solving and task management.
Positive, customer-service oriented attitude, both in person and on the phone.
Ability to work independently and manage tasks with minimal supervision.
Self starter that is able to work with minimal supervision

Job Type: Full-time

Benefits:

• Company pension
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Work Location: In person