Office Coordinator

7 days ago

Brampton, Canada Optecha Lighting Full time

**Key Responsibilities**

**Administrative Support**:
Reporting to the General Manager, the Office Coordinator will work closely with the Project Managers and the Lighting & Controls Designers and be responsible for:

- Prepare, review, and process delivery schedules, purchase orders, invoices, and other project related documents.
- Maintain and update project related files, ensuring they are organized and accessible.

**Document Management**:

- Manage and file all project-related documents such as designs, client documents, contracts/purchase orders, change orders and delivery schedules.
- Ensure compliance with program standards and any regulatory requirements.
- Assist in reviewing and comparing client documentation, to Optecha designs and quotations to ensure accuracy and, program and regulatory compliance.
- Obtain all required documentation from customer and review prior to procurement.

**Scheduling & Coordination**:

- Coordinate daily or weekly project schedules for subcontractors and vendors.
- Schedule site visits, meetings, and inspections for project managers, contractors, and clients.
- Track project progress and update schedules as necessary, ensuring milestones are met.

**Financial & Budget Tracking**:

- Assist with monitoring project budgets, helping track expenses and project costs.
- Assist with procurement processes, ensuring materials and services are ordered and delivered on time.

**Project Support**:

- Provide support to the project team by tracking progress and ensuring proper paperwork is in place.
- Help resolve issues or delays by communicating with relevant stakeholders.
- Maintain and update delivery schedules and timelines based on project needs.

**Qualifications and Skills**:

- High school diploma or equivalent. Bachelor's degree in business.
- Experience in quotations and project coordination is essential.
- Experience in the Lighting industry is an asset.
- Excellent verbal and written communication skills in the English Language.
- French verbal and written communication ability is an asset.
- Excellent organizational skills and time management.
- Strong mathematical skills, attention to detail, strategic thinking and analytical skills
- Accounting knowledge.
- Experience with Microsoft Office and CRM tool (or ability to learn quickly).
- Self-motivated individual with the ability to work independently as well as effectively within a team.
- Ability to multitask
- Positive attitude and a team player.

Pay: $40,000.00-$55,000.00 per year

Additional pay:

- Bonus pay

**Benefits**:

- Casual dress
- Flexible schedule
- On-site parking
- Wellness program
- Work from home

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Language**:

- English (preferred)
- French (preferred)

Work Location: Hybrid remote in Brampton, ON L6X 1S9

Application deadline: 2025-03-21
Expected start date: 2025-04-01

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