Job Description

Job Title:

Operations & Administration Coordinator

Location:

Head Office

Reports To:

Internal Operations Manager

Hours:

Full-Time (Standard business hours, with flexibility during peak periods)

Experience Required:

2-5 years in administration, operations, or coordinator-level roles (construction/trades or startup experience preferred)

About the Role

We are looking for an organized and proactive

Operations & Administration Coordinator

to join our team. This role is the backbone of our internal operations, providing essential support to HR, finance, marketing, and field teams through efficient administration, clear communication, and meticulous task execution.

If you thrive in a fast-paced environment, enjoy problem-solving, and have a knack for keeping things running smoothly, this role is for you. You'll work closely with our Internal Operations Manager and act as the first point of contact for time-sensitive, cross-departmental requests.

What You'll Do

HR & Employee Support

Assist with onboarding (accounts, documentation, profiles in ADP, Workhub, Google Drive) Maintain certification records, timesheets, and vacation tracking Support reviews, training sessions, and team events

Administration & Coordination

Manage digital filing systems, meeting minutes, and scheduling Maintain internal documents, memos, SOPs Oversee office supply orders and shared space organization

Payroll & Financial Support

Validate timesheets and manage time-off requests in ADP Track payroll accuracy and prepare reports as needed Code invoices and support AP/AR tracking

Health & Safety

Schedule safety meetings, training, and toolbox talks Maintain H&S documentation and Workhub records Ensure safety supplies and certifications remain current

Sales & Marketing Support

Prepare quotes, decks, and marketing collateral Coordinate event materials, swag, and signage Update CRM and assist with social media management (no content creation)

Fleet Management

Maintain vehicle records, schedule services, and track compliance

Permit Coordination

Prepare and submit permit applications, track approvals, and schedule inspections

General Coordination

Document workflows, maintain checklists, and improve processes Handle confidential data with discretion Track and follow through on tasks in ClickUp and other tools

What You Bring

2-5 years of experience in administration, operations, or coordination (construction/trades or startup experience a strong asset) Strong organizational and multitasking skills Excellent communication and problem-solving abilities Proficiency in tools like Google Workspace, ADP Workforce Now, Workhub, QuickBooks, and ClickUp Ability to maintain confidentiality and handle sensitive information

Success in This Role Looks Like:

On-time task completion (95% or higher) Accurate payroll and AP/AR processing Organized filing systems and compliance with HR, H&S, and fleet requirements Positive feedback from internal teams

Growth Opportunities

This position is designed as a stepping stone to roles such as

Operations Lead

or

Project Coordinator

. Top performers will gain increasing autonomy and leadership in operational workflows and project execution.

Job Type: Full-time

Pay: $45,000.00-$55,000.00 per year

Benefits:

Dental care Extended health care Life insurance On-site parking Paid time off Vision care Wellness program
Licence/Certification:

Driving Licence (required)
Work Location: In person

Expected start date: 2025-09-08