Here at HB we do home comfort differently! We stage our equipment and we test everything before it goes to the customer. We are looking for a strong candidate who is wanting to join our team and help move the HB brand forward!
Role Summary
The Executive Operations Assistant works directly with the Vice President of Production to coordinate warehouse operations, production activities, inventory, purchasing, job preparation, facility organization and special company projects.
This is a senior, hands-on position combining executive support, project coordination and warehouse leadership. The successful candidate must be comfortable moving between administrative work, employee coordination and physical warehouse responsibilities throughout the day.
If you are extremely serious about this role please walk your resume into 5 Classic Car Dr. and ask for Eric Van. This role is closing fast, and the ad will not remain up for long, so hurry in if you are interested as we receive many resumes. Future positions in this role will not be available again for several years.
Work Schedule
- Five 12-hour shifts per week
- Regularly scheduled Monday through Friday
- Occasional brief weekend attendance may be required to open or close the facility, provide access, receive deliveries or address urgent operational requirements
- The employee must be dependable and reasonably available when time-sensitive production or warehouse issues arise
- Work is primarily performed on-site
- Hours, breaks, overtime and excess-hours arrangements will be administered in accordance with Ontario employment standards
Compensation
- $85,000–$110,000 annually, based on experience and qualifications
- Compensation is structured to account for the position’s regularly scheduled hours and applicable overtime requirements
- Benefits and other company incentives may be provided according to company policy
Primary ResponsibilitiesExecutive and Administrative Support
- Assist the VP of Production with organizing priorities, schedules, meetings and deadlines
- Maintain a clear list of outstanding tasks and follow up with employees, suppliers and contractors
- Prepare reports, spreadsheets, purchase orders, project updates and internal communications
- Record meeting decisions, assign action items and monitor their completion
- Maintain accurate records relating to inventory, purchasing, production and company projects
- Communicate with employees and external parties on behalf of the VP of Production when directed
- Handle confidential company, employee and project information professionally
- Help ensure important tasks do not become delayed, overlooked or left incomplete
Warehouse and Facility Operations
- Assist the VP of Production with executing and improving warehouse and facility workflows
- Help coordinate daily warehouse activities, employee assignments and operational priorities
- Maintain a clean, organized and productive warehouse environment
- Ensure materials, equipment and inventory are stored in their assigned locations
- Coordinate receiving, unloading, staging, returns, warranty items and outgoing materials
- Help establish organized areas and processes for inventory, job preparation, damaged products and warranty returns
- Monitor warehouse conditions and identify safety, organization or productivity concerns
- Open or close the warehouse when required
- Assist physically with receiving, moving, organizing and preparing materials when necessary
Inventory and Purchasing
- Assist the VP of Production with inventory management, product selection and purchasing
- Monitor inventory quantities and help prevent shortages or unnecessary overstock
- Maintain accurate inventory records and investigate discrepancies
- Coordinate material orders with suppliers and confirm delivery dates
- Verify incoming products for accuracy, quantity, quality and damage
- Help control material costs and reduce waste through accurate ordering and preparation
- Track missing, damaged, returned and warranty-related products
- Ensure crews receive the correct materials and equipment required to complete each job
Job Preparation and Production Support
- Assist the VP of Production with preparing HVAC installation jobs accurately and as far in advance as possible
- Review job requirements and ensure each crew receives the correct equipment, materials and accessories
- Help create uniformity across installation crews through consistent job-preparation standards
- Work to eliminate missing materials, unnecessary supply runs and preventable installation delays
- Coordinate changes to job requirements with the appropriate office and production team members
- Help provide Crew Leads with organized and complete job packages
- Monitor recurring preparation problems and help develop permanent solutions
- Support stable working hours by reducing uncertainty and preventable delays for installation crews
Process Development and Accountability
- Assist the VP of Production with developing processes that improve efficiency, organization and accuracy
- Document warehouse, inventory, purchasing and job-preparation procedures
- Help establish measurable expectations for employees and operational workflows
- Monitor whether established processes are being followed
- Follow up with employees regarding incomplete or incorrectly completed tasks
- Identify inefficiencies and recommend practical improvements
- Help implement new systems, products, equipment and company procedures
- Provide accurate updates to the VP of Production regarding progress, problems and outstanding decisions
- Take ownership of assigned projects and push them forward without requiring constant reminders
Projects and Company Development
- Assist the VP of Production with facility improvements, product development and other company projects
- Coordinate engineers, suppliers, contractors, employees and other project participants when directed
- Maintain project schedules, documentation, budgets and outstanding action items
- Arrange meetings and ensure responsible parties complete their assigned work
- Research products, equipment, suppliers and possible operational solutions
- Escalate delays, cost concerns and unresolved problems before they affect the project
- Perform hands-on project work where reasonably required
- Support additional operational priorities as the company grows
Performance Objectives
The Executive Operations Assistant will be expected to:
- Maintain an exceptionally clean, organized and productive facility
- Improve the accuracy and consistency of HVAC job preparation
- Reduce missing materials, emergency supply runs and preventable installation delays
- Improve inventory accuracy and material accountability
- Reduce product damage, material waste and unnecessary purchasing
- Help create consistent installation quality across every crew
- Ensure assigned projects continue moving toward completion
- Provide the VP of Production with reliable information and dependable execution
- Demonstrate urgency, accountability and strong follow-through
- Help develop an operation that can grow without becoming disorganized
Qualifications
- Diploma or degree in Business Administration, Operations Management, Supply Chain Management, Logistics, Project Management or a related field is preferred
- Equivalent executive-support, warehouse, production or operations experience will be considered
- Previous experience coordinating warehouse activities, inventory or purchasing is strongly preferred
- Strong organizational, communication and problem-solving abilities
- Excellent attention to detail and recordkeeping
- Comfortable using email, spreadsheets, business software and inventory systems
- Able to coordinate multiple employees, suppliers, deadlines and projects simultaneously
- Able to work independently and make sound day-to-day decisions
- Valid Ontario driver’s licence and reliable transportation
- HVAC, construction, manufacturing or skilled-trades experience is an asset
Physical and Working Requirements
- Ability to work extended 12-hour shifts
- Ability to work in both office and warehouse environments
- Ability to stand, walk, bend and move throughout the facility for extended periods
- Ability to safely lift and handle warehouse materials within established company limits
- Ability to use appropriate warehouse equipment after receiving required training
- Willingness to perform hands-on work instead of operating exclusively from an office
Ideal Candidate
The ideal candidate is highly organized, firm, dependable and action-oriented. They notice problems before being asked, follow through until tasks are completed and are equally comfortable preparing a spreadsheet, coordinating employees, speaking with a supplier or helping organize the warehouse.
This position requires someone who can become the VP of Production’s trusted right hand while also taking genuine responsibility for the organization and daily execution of warehouse and production operations.
Performance Expectations
Continued employment in this position depends upon the employee consistently achieving reasonable performance expectations and producing results satisfactory to the company. Failure to demonstrate the required reliability, accuracy, leadership, urgency, organization or follow-through may result in performance management or termination of employment, subject to applicable employment standards and the employment agreement.
Job Type: Full-time
Pay: $85,000.00-$110,000.00 per year
Benefits:
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- On-site gym
- On-site parking
Flexible language requirement:
Work Location: In person
