Operations Lead – Job Description
Position Summary
The Operations Lead is responsible for overseeing the administrative, operational, and financial support functions that ensure the successful execution of company projects. This role serves as the central point of coordination between clients, field operations, subcontractors, suppliers, and internal departments while ensuring projects are delivered efficiently, documentation is maintained, and company processes are consistently followed.
1. Project Administration & Documentation
- Generate and issue Purchase Orders (POs) accurately and in a timely manner.
- Coordinate procurement of materials, equipment rentals, and delivery logistics.
- Maintain organized project documentation, including digital file management and version control.
- Maintain subcontractor onboarding records and ensure all required documentation is completed before work begins.
- Prepare client invoices and issue subcontractor or supplier back charges when applicable.
- Maintain accurate project records and ensure documentation is complete and current.
2. Project Scheduling & Quality Control
- Develop, maintain, and communicate project schedules.
- Coordinate manpower planning with Regional Operations Managers to ensure labour resources align with project schedules.
- Schedule all Quality Control inspections, walkthroughs, milestone reviews, and project check-ins.
- Ensure Foremen complete all scheduled Quality Control inspections and required project documentation.
- Review completed Quality Control reports for completeness and accuracy.
- Distribute completed Quality Control reports to clients and relevant stakeholders.
- Forward failed Quality Control reports to the appropriate subcontractors for corrective action and monitor completion.
- Communicate scheduling changes, project delays, and revised completion dates to clients.
3. OMS System & Budget Administration
- Maintain accurate project progress updates and approved budgets within the OMS system.
- Monitor project activity against approved budgets. (Budget values are predetermined; the Operations Lead is not responsible for project profitability or gross margin.)
- Track all requests for work outside the approved scope and submit them to the President for approval. No out-of-scope work may proceed without written authorization.
4. Finance & Billing Support
- Prepare client invoices in accordance with contract requirements and project progress.
- Create and process back charges when required.
- Assist the Finance Department with maintaining and updating monthly financial and operational tracking reports.
- Create, maintain, and monitor Schedule of Values (SOV) progress reports to support monthly progress billing.
- Review monthly paint and material invoices for accuracy.
- Investigate and resolve supplier pricing discrepancies and invoice disputes in a timely manner.
- Ensure billing documentation, project progress, and supporting records are complete and submitted within required deadlines.
5. Operational Administration
- Coordinate subcontractor onboarding and ensure all required compliance documentation is current.
- Maintain company operational records, templates, forms, and standard operating procedures.
- Coordinate office supplies, equipment, and operational support required for project execution.
- Assist with company licensing, insurance certificates, prequalification submissions, and compliance documentation.
- Support the implementation and continuous improvement of administrative and operational processes.
- Provide administrative support to the President and Operations Team as required.
6. Communication, Reporting & Continuous Improvement
- Maintain effective communication with Sales, Pre-Planning, Estimating, Operations, Finance, and Executive Management to ensure project alignment and accountability.
- Prepare monthly operational and project status reports for the President.
- Identify opportunities to improve operational efficiency, project workflows, documentation standards, and administrative processes.
- Assist with the development and implementation of new operational systems, procedures, and reporting tools.
- Perform other duties as assigned in support of company operations.
Pay: $60,000.00-$80,000.00 per year
Work Location: Remote
