Operations Administrator

1 week ago

Calgary, Canada Site Connect Full time

**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**

**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.

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

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