Operations Executive

**Position Title**: Operations Executive
**Location**: 2531 Ontario St., Vancouver, BC
**Reports to**: Rupert Campbell, Principal
**Employment Type**: Full-time / Part-time
**Salary**: Commensurate with experience

**JOB OVERVIEW**

Montage is seeking a detail-oriented and proactive **Operations Executive** to support the efficient day-to-day operations of the firm. Montage is looking to find an individual with strong organizational and multitasking abilities, a deep understanding of operational processes, and an interest in working in the fast paced world of for-profit and not-for-profit development projects. Success in this role will involve managing various operational functions, collaborating with a diverse team, and ensuring the smooth and timely execution of tasks.

**KEY RESPONSIBILITIES**

**Communication Management**:

- Draft, proofread, and send correspondence on behalf of the Executive.

**Process Management**:

- Monitor and streamline business workflows, identifying areas for improvement and implementing solutions to optimize productivity.
- Develop CRM and provide organizational goals and objectives.

**Document Preparation and Filing**:

- Organize, prepare and manage important documents, including contracts, reports, meeting agenda, templates and presentations.
- Manage and maintain OneDrive.

**Calendar and Schedule Management**:

- Coordinate and maintain the executive’s daily calendar, scheduling meetings, travel, and events.
- Coordinate and maintain Montage team calendar, including track key dates/deadlines and staff time off.
- Communicate upcoming appointments, meetings, and deadlines to the executive and staff.
- Coordinate team meetings and keep meeting minutes.

**Travel Coordination**:

- Arrange domestic and international business travel, including flights, accommodation, ground transportation, and itineraries for the Executive and staff.
- Prepare travel agendas and provide logístical support.

**Document Preparation and Filing**:

- Organize, prepare and manage important documents, including contracts, reports, meeting agenda, templates and presentations.
- Manage and maintain OneDrive.

**Event Planning and Coordination**:

- Organize and manage professional events, including meetings, conferences, and corporate functions.
- Organize a Christmas and Summer staff party.

**Operational Support**:

- Provide administrative and operational support across departments.
- Manage and organize subscriptions and company data.
- Interface with marketing firm (print, digital, web) and manage social media accounts.

**Human Resource Management**:

- Develop job descriptions and postings, assist with interviews and hiring, contract writing/review and onboarding.
- Support the team with payroll and invoicing.
- Work with staff to standardize training, policy, employee development, organizational health reviews and creation of short and long term goals for workplace improvement.

**Budget Management**:

- Monitor operational budgets, ensure cost-effective practices, and track expenditures.
- Oversee resource allocation, including manpower, technology, and materials.

**Education**:
A Diploma or Bachelor's degree in Business Administration, Operations Management, or related field (preferred).

**Experience**:
Proven experience (5+ years) in Operations Management, Administration or a related field.

**Skills**:

- Strong organizational, multitasking, communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
- Experience with software for operations management, construction management and/or accounting is a plus.
- Analytical and problem-solving abilities.
- Attention to detail and ability to work under pressure.
- Strong negotiation and management skills.
- High degree of diplomacy, confidentiality, discretion and tact.

This job description is intended to provide a general overview of the responsibilities and qualifications required for the Operations Executive role. Duties and responsibilities may evolve based on the needs of the company.

**WHAT IS MONTAGE?**

Montage is a consulting firm made up of a diverse group of professionals dedicated to delivering transformative outcomes for clients across the real estate development spectrum. With decades of expertise in acquisitions, business planning, financing, retrofits, and development management, the Montage team equips organizations of all sizes with effective management tools and best practices to enhance decision-making, foster alignment among stakeholders, and accelerate project timelines.

The Montage mission is to drive excellence within the real estate industry—across non-profit, market, and institutional sectors—by helping to build multi-family homes faster, better, while minimizing uncertainty and complexity.

**Job Types**: Full-time, Part-time

Pay: $65,000.00-$90,000.00 per year

Expected hours: 20 per week

Additional pay:

- Bonus pay

Flexible language requirement:

- French not