About the Employer
Our facility services company is dedicated to delivering dependable maintenance, repair, and project solutions that help commercial properties operate safely and efficiently. We pride ourselves on building lasting client relationships through responsive service, quality workmanship, and a commitment to doing the job right.
We Offer
Health Spending Account starting at $1,000 per year
Employer contribution to RRSP/DPSP program starting at 2%
Paid training and professional development opportunities
Company events, free parking, and seasonal perks
Overview
The Manager, Administrative Operations & Project Support is jointly responsible for the efficient and professional execution of projects and daily office operations. This role oversees the Administration and Project Coordinator and monitors projects, work orders, and recurring revenue programs.
Serving as the primary point of contact after a sale, the Manager works closely with clients, vendors, subcontractors, and staff to ensure clear communication, timely service delivery, and compliance with company policies, operational standards, and regulatory requirements.
Additionally, this role acts as a liaison between the staff and the Director, and is responsible for ensuring continuity of service and stakeholder communication when the Director is unavailable.
Reports to: Director of Sales and Operations
Key Responsibilities
Office & Administrative Operations
- Work closely with the Director of Sales and Operations to establish, review, and adjust company operational priorities based on incoming workflows and project pipelines.
- Manage office platforms and administrative workflows (tools, software, and documentation systems).
- Maintain an organized, well-supplied, and efficient office environment.
- Act as the first point of contact for incoming calls, emails, visitors, and client requests.
- Prepare, proofread, review, approve, and distribute correspondence, reports, forms, meeting materials, and other documents.
- Maintain digital and physical records, databases, CRM systems, and operational documentation.
- Identify pain points and recommend improvements to office systems, technologies, and processes.
- Create and update Standard Operating Procedures (SOPs).
- Support scheduling of meetings, training sessions, appointments, and internal events.
Team Leadership and Management
- Supervise the Administration and Project Coordinator, providing guidance, training, and performance feedback.
- Foster a positive work environment that encourages collaboration, accountability, and continuous improvement.
- Set and maintain clear objectives and KPIs aligned with company goals.
- Conduct regular performance evaluations, address performance issues, and recognize high achievers.
- Facilitate weekly and bi-weekly meetings with the Project Coordinator(s), Director of Operations, and CEO.
Project Coordination and Quality Control
- Schedule field staff and monitor subcontractor schedules to ensure timely project completion.
- Coordinate scheduled subcontractor work, service calls, and emergency requests.
- Coordinate the administrative and operational aspects of projects, work orders, and recurring revenue services.
- Create, assign, track, and manage jobs in Jobber, Monday.com, and other client workflow systems.
- Ensure sufficient allocation of resources, including time, labour, fleet, materials, information, and PPE.
- Track stale quotes, overdue work orders, and stalled project milestones, escalating critical delays or resource gaps to the Director with recommended solutions.
- Support issue resolution between clients, subcontractors, vendors, and staff.
- Prepare project status reports and documentation for management review.
- Identify opportunities to improve coordination processes and workflow efficiency.
Resource Management
- Manage inventory, procurement, and purchasing to ensure adequate supplies and timely replenishment.
- Optimize resource utilization and implement cost-saving measures without compromising service quality or safety.
- Support uniform tracking, equipment management, marketing initiatives, advertising budgets, and other procedures as needed.
Subcontractor & Vendor Coordination
- Support the sourcing, evaluation, and onboarding of subcontractors and vendors, ensuring compliance (ESA, OHSA, WSIB, COI, SOPs, and union requirements where applicable).
- Maintain contracts, service level changes, and subcontractor communications.
- Maintain relationships with facility managers, contract monitors, and onsite client contacts.
Client Communication & Intake
- Serve as the primary contact for requests for quotations, work orders, and service issues.
- Schedule site meetings and support scope identification with the Operations Manager.
- Maintain proactive communication with clients regarding job status, documentation, and next steps.
- Professionally represent the company in all written and verbal communication.
Reporting, Invoicing & Quoting Approvals
- Review and apply required markups, and provide final sign-off on quotes, invoices, and billing packages drafted by the Project Coordinator before client submission.
- Generate and submit accurate invoices, quotes, purchase orders, and billing packages according to client requirements.
- Enter company Visa expenses and support reconciliation for the Bookkeeper.
- Prepare weekly and bi-weekly reporting packages, including timesheet reports.
- Maintain organized financial documentation and support compliance with client-mandated platforms.
Compliance Support
- Assist with policy development, communication, and collection of required documentation.
- Monitor safety compliance requirements, including training, WSIB, COI, and certifications.
- Track fleet vehicle licensing, insurance, and registration.
- Maintain compliance documentation, including within systems such as Avetta.
- Order and communicate locates (Ontario One Call or private locates) as required.
Acting Responsibilities in the Director’s Absence
When the Director is unavailable, the Manager will:
- Maintain workflow continuity by supporting routine projects, scheduling, and administrative operations.
- Dispatch urgent and emergency work orders in accordance with approved SOPs.
- Escalate critical issues to senior leadership when necessary.
- Document key decisions and provide a summary upon the Director's return.
Required Qualifications
- 5-8 years of experience in office administration, project coordination, or related fields.
- Proficiency with Google Workspace, Microsoft Office, and workflow tools (Jobber, Monday.com, or similar).
- Strong communication and interpersonal skills.
- Ability to manage multiple tasks, projects, or work orders with strong accuracy and organization.
- Basic understanding of quoting, invoicing, and billing processes.
- Familiarity with compliance requirements (WSIB, COI, onboarding).
- High school diploma or equivalent; further education is an asset.
- Full G driver's license with clean abstract.
Pay: $75,000.00-$90,000.00 per year
Benefits:
- On-site parking
- RRSP match
- Wellness program
Work Location: In person
