Senior Operations Coordinator

1 month ago

Hamilton, Ontario, Canada MaxPeopleHR Full time
About Our Company

Mattina Mechanical Ltd (MML) is a well-established full-service mechanical contractor with a strong reputation in the industry. We continue to grow and expand our services, including installation and maintenance for various sectors such as institutional, commercial, and industrial construction projects, as well as mid-high rise residential.

At MML, we recognize the importance of our people in driving our success. We offer a supportive and collaborative work environment, providing opportunities for professional growth and advancement.

Job Summary

The Senior Operations Coordinator will report directly to the Director(s) of Operations and be responsible for overseeing and coordinating daily operational activities to ensure a smooth workflow across departments. This role will also provide administrative support to the Director(s) of Operations, focusing on Major Projects, Special Projects, and Technical Engineering.

Key Responsibilities
  • Support the Director(s) of Operations with scheduling and communication functions, attending meetings on their behalf as required.
  • Compile and submit expense reports for the Director(s).
  • Assist Project Managers, Field Managers/Site Supervisors, and Project Coordinators with administrative tasks as needed.
  • Assist with the preparation of project and job quotations, invoices, and project closeout documentation.
  • Support the Director(s) with IT functions in conjunction with the IT department as required.
  • Manage the MML backflow program.
  • Administer the start-up of new projects, work orders, and customers within project management software and HRIS systems.
  • Expedite the submission of proper documentation and maintain electronic filing systems.
  • Assist with the shop drawing process.
  • Assist in follow-up on customer proposals and internal material requisitions.
  • Develop and maintain Operations processes, procedures, and training materials.
  • Support the implementation of department business systems.
  • Work with business tools and software packages to support the department.
  • Maintain employee access and passwords to department software and online platforms and remove access as required.
  • Prepare and distribute content and coordinate departmental meetings.
  • Assist in arranging off-site meetings and booking of conference rooms for the Operations Department teams as required.
  • Assist with office supply management and other logistical tasks.
  • Assist with booking travel and accommodations for team members.
  • Support the Estimate to Budget documentation process.
  • Administer the Vehicle with Fleet Management program.
  • In conjunction with the shop lead, administer the Tool and Equipment Program.
  • Perform other duties as required.
Requirements
  • Minimum 5-7 years of operations coordination and administrative experience required.
  • University or College degree in business administration or operations management preferred.
  • Experience supporting executive-level positions preferred.
  • Ability to quickly learn and utilize various work management, construction project management, ERP, and CRM software.
  • Advanced proficiency in Microsoft Planner and other Microsoft Office applications required.
  • Excellent communication and teamwork skills.
  • Knowledge of the principles, procedures, and best practices in the construction industry, specifically Project Management principles and processes, considered an asset.
  • Excellent organizational skills and attention to detail.
  • Strong analytical and problem-solving skills.
What We Offer

MML offers a competitive compensation package, including a bonus program, comprehensive benefits, employer RRSP contributions, and continuing education and upgrading opportunities. We are committed to creating a friendly and supportive work environment, with a strong focus on teamwork and employee well-being.

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