Portfolio Operations Coordinator

About Us

KAIN Capital is the investment and operating arm of The KAIN Group, supporting a diverse and growing portfolio of businesses across logistics (3PL), real estate, software development, industrial automation, and new investment ventures. We are a hands-on organization focused on optimizing existing assets while strategically expanding into high-growth industries.

Our team operates in a fast-paced, entrepreneurial environment where collaboration and accountability are key. We work cross-functionally across portfolio companies, providing operational support that allows each business to scale efficiently and sustainably.

At KAIN Capital, we value individuals who are proactive, adaptable, and motivated by solving real-world operational challenges.

Position Overview

This role plays a vital part in our day-to-day success. As a core support function to the Directors of Private Equity Investments, the Portfolio Operations Coordinator helps ensure that essential operational tasks are executed seamlessly freeing leadership to focus on strategic initiatives and long-term growth. We invest heavily in our people, offering exposure across multiple industries, and meaningful opportunities for professional development as our portfolio continues to grow.

The Portfolio Operations Coordinator will be a critical support player in the day-to-day operations of KAIN Capital's diverse portfolio of businesses. This role is designed for a proactive, resourceful individual who thrives in a fast-paced, multi-industry environment and can seamlessly shift between tasks across property management, logistics, software development, industrial automation, and new investment ventures. Acting as the operational right hand to the Directors of Private Equity Investments, you will handle the essential but lower-complexity work that keeps our portfolio companies running smoothly—allowing leadership to focus on high-level strategy and growth initiatives. The successful candidate will be a self-starter who requires minimal hand-holding, demonstrates exceptional organizational skills, and approaches each challenge with a problem-solving mindset and enthusiasm.

KEY RESPONSIBILITIES

1. Cross-Portfolio Operational Support

· Provide day-to-day operational assistance across multiple KAIN Group companies including KAIN Property Management, KAIN Logistics, KAIN Labs, KAIN Automation, and KAIN Capital

· Execute routine administrative tasks, project coordination, and process management that support portfolio company operations

· Coordinate between different business units to ensure smooth communication and workflow

· Assist with preparing reports, presentations, and documentation for portfolio company leadership and investors

· Track key operational metrics, deadlines, and deliverables across multiple concurrent projects

2. Administrative Excellence & Process Management

· Manage calendars, scheduling, and meeting coordination for Directors across multiple time zones and business units

· Prepare meeting agendas, take detailed notes, and ensure action items are tracked and completed

· Maintain organized documentation systems for contracts, reports, financial records, and operational procedures

· Handle correspondence, phone calls, and email management with professionalism and discretion

· Create and maintain standard operating procedures (SOPs) for recurring tasks and processes

· Coordinate travel arrangements and logistics as needed

· Maintain and support accurate record keeping and tracking in the BrightHR system

3. Property Management Support (KAIN Property Management)

· Assist with tenant communications, lease documentation, and maintenance coordination

· Support property inspection tracking and vendor management activities

· Help coordinate routine maintenance schedules and contractor oversight

· Assist with property-related reporting, including occupancy tracking and expense monitoring

· Support lease renewal processes and tenant onboarding activities

4. Logistics & 3PL Operations Support (KAIN Logistics)

· Assist with client communications, quote preparation, and contract documentation

· Utilize and support CRM platforms to manage lead tracking, follow-ups, and accurate data entry

· Help coordinate marketing activities including website updates, social media posting, and advertising management

· Assist with operational reporting and analytics review

· Support client onboarding and account management activities

5. Technology & Software Operations (KAIN Labs)

· Assist with client project coordination, timeline tracking, and status updates

· Support documentation preparation for technical projects and client deliverables

· Help manage project management tools and ensure information is current and accurate

· Coordinate between technical teams and clients for routine communications

· Assist with research on industry trends, competitive analysis, and market opportunities

6. Industrial Automation Support (KAIN Automation)

· Assist with work order tracking, client communications, and service coordination

· Support CRM and work order management system (KAIN KATS) data entry and updates

· Help coordinate equipment pickups, deliveries, and logistics as needed

· Assist with invoicing, quoting, and administrative aspects of repair operations

· Support client relationship management and follow-up activities

7. Investment Research & Due Diligence Support

· Conduct preliminary research on potential investment opportunities across various industries

· Compile data, financial information, and market analysis for investment evaluation

· Assist with due diligence processes including document review and information gathering

· Prepare summaries and presentations on research findings for leadership review

· Track pipeline of potential investments and maintain organized deal files

8. Technology Platform Management

· Become proficient with various software platforms used across portfolio companies (CRM, project management, accounting, communication tools)

· Troubleshoot basic technology issues and coordinate with technical support when needed

· Help implement new software tools and systems as portfolio companies evolve

· Support data migration, system integration, and digital transformation initiatives

· Maintain organized digital filing systems across cloud platforms (Google Drive, SharePoint, etc.)

REQUIREMENTS

1. Education & Experience

· Minimum undergraduate degree from a Canadian or US university (Business, Operations Management, or related field preferred)

· 1-3 years of professional work experience in operations, administration, project coordination, or similar role

Experience supporting executive leadership or working in a multi-company/portfolio environment is an asset

· Exposure to property management, logistics, technology, or manufacturing industries is beneficial but not required

2. Core Competencies

· Exceptional organizational skills with ability to manage multiple concurrent priorities and deadlines

· Proactive and self-directed - able to identify what needs to be done without step-by-step instructions

· Reliable and punctual - consistent attendance and meeting commitments without fail

· Attention to detail - accuracy matters in everything from data entry to document preparation

· Problem-solving mindset - resourceful approach to challenges with ability to think critically

· Excellent written and verbal communication skills - professional, clear, and effective across all channels

· Comfortable with ambiguity - able to thrive in dynamic environment where priorities shift

· Technology proficient - quick learner with strong computer skills and comfort learning new software platforms

3. Technical Skills

· Advanced proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

· Experience with CRM systems (HubSpot, Salesforce, or similar) preferred

· Familiarity with project management tools (Asana, , or similar) is an asset

· Basic understanding of cloud collaboration tools (Google Workspace, SharePoint, Slack)

· Comfort with technology terminology and ability to learn industry-specific software quickly

· Data entry accuracy and spreadsheet management skills

4. Personal Attributes

· Go-getter mentality - takes initiative and ownership of tasks without being asked

· Team player - willing to support colleagues and roll up sleeves when needed

· Fast-paced environment comfort - thrives under pressure and tight deadlines

· Independent worker - requires minimal supervision once trained

· Professional demeanor - represents KAIN Capital and portfolio companies with excellence

· Adaptable and flexible - comfortable pivoting between different industries and task types

· Continuous learner - eager to expand knowledge across diverse business areas

· Positive attitude - maintains enthusiasm and solution-focused approach

PREFERRED SKILLS

· Previous experience in private equity, venture capital, or investment firm operations

· Background in property management or real estate operations

· Understanding of logistics, supply chain, or 3PL operations

· Familiarity with software development processes and technology project management

· Experience with industrial or manufacturing environments

· Exposure to financial analysis, budgeting, or accounting processes

· Bilingual capabilities (English/French) considered an asset

COMPENSATION & BENEFITS

· Base Salary: $45,000 - $55,000 annually, commensurate with experience

· Performance Bonus: Discretionary annual bonus based on contribution and portfolio performance

· Benefits Package: Extended health care, dental, and other benefits to be discussed with qualified candidates

· Professional Development: Exposure to diverse industries and mentorship from experienced private equity professionals

· Growth Potential: Opportunity to grow within the organization as portfolio expands

WORK ENVIRONMENT

· Office-based position in Kitchener, ON with occasional travel to portfolio company locations in Southern Ontario (Mississauga, Simcoe)

· Standard business hours Monday-Friday with flexibility required during peak periods

· Hybrid work arrangement may be available after successful probationary period

· Fast-paced, dynamic environment with exposure to multiple industries simultaneously

· Direct interaction with portfolio company leadership, vendors, clients, and external stakeholders

WHY JOIN KAIN CAPITAL?

· Diverse Exposure: Gain experience across multiple industries including real estate, logistics, software development, and industrial automation

· Learning Opportunity: Work directly with experienced private equity professionals and learn the investment business from the inside

· Career Growth: Clear path to advancement as portfolio grows and new investments are made

· Entrepreneurial Environment: Be part of a dynamic, growth-oriented organization where your contributions directly impact success

· Meaningful Work: Support businesses that create real value and serve important industries across Canada and the US

· Complimentary in-house food and beverages are provided

· Comprehensive benefits following the probationary period

Job Type: Full-time

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

Work Location: In person