Clean Brite Canada
Company Overview
Clean Brite Canada is a well-established commercial cleaning company serving clients across Calgary and surrounding areas. We support a range of commercial, industrial, municipal, and housing-related cleaning contracts, with a focus on reliable service, strong communication, and practical problem-solving.
As Clean Brite continues to grow, we are strengthening our internal operations, so our field teams, subcontractors, clients, and leadership have the coordination support they need to deliver consistent service.
Position Summary
Clean Brite Canada is seeking an organized, reliable, and detail-oriented Operations Support Coordinator to assist with day-to-day field coordination, cleaner and subcontractor communication, documentation, scheduling support, deficiency tracking, and operational administration.
This role exists to help Clean Brite continue moving from founder-led day-to-day operations into a more structured and scalable operating model. The successful candidate will work closely with leadership and current operations support to learn Clean Brite’s systems, support daily coordination needs, and help maintain clear communication between field teams, subcontractors, clients, and management.
This is a practical, hands-on coordination role for someone who enjoys keeping details organized, following up on loose ends, and helping operational work move smoothly.
Role Purpose
The Operations Support Coordinator helps ensure that jobs are scheduled, communicated, documented, followed up on, and completed according to Clean Brite’s service expectations.
The role supports:
- Daily and weekly job coordination
- Cleaner and subcontractor communication
- Calgary Housing / unit clean workflows
- Deficiency tracking and follow-up
- Workforce register and candidate tracking
- Onboarding and training administration
- Teams, ZenMaid, Outlook, Excel, and shared-file organization
- Operational reporting and administrative support
- Future start-up support for new contracts, including City / Transit work if awarded
Key Responsibilities
1. Scheduling and Job Coordination
- Support daily and weekly cleaning schedules across active jobs and client sites.
- Assist with job assignments, schedule updates, and coverage changes.
- Help coordinate last-minute changes, urgent requests, and coverage gaps.
- Confirm that job details, access notes, timing, and instructions are communicated clearly to the appropriate cleaner, subcontractor, or team lead.
- Support job set-up for new or changing work orders.
- Track job status and follow up when updates are missing.
2. Cleaner and Subcontractor Communication
- Act as a day-to-day communication support contact for cleaners and subcontractor teams.
- Route questions, updates, and issues to the appropriate person when escalation is required.
- Send clear job instructions, reminders, and follow-up messages.
- Support consistent use of communication channels such as Microsoft Teams, email, and ZenMaid where applicable.
- Help ensure cleaners and subcontractors understand what information needs to be reported, photographed, or documented.
3. Calgary Housing / Unit Clean Coordination
- Support coordination of Calgary Housing unit cleans, including job details, cleaner assignments, deficiency follow-ups, notes, and completion tracking.
- Assist with collecting and organizing photos, job notes, access issues, and client follow-up items.
- Track outstanding items and ensure they are followed up on within required timelines.
- Help maintain accurate unit clean documentation for operational and billing support.
4. Documentation and File Management
- Maintain organized digital records in accordance with Clean Brite’s file structure and naming conventions.
- Help store, update, and retrieve operational documents, job notes, checklists, client information, and subcontractor records.
- Track missing documents and follow up for completion.
- Support organization of shared files, Teams channels, and operational folders.
- Assist with maintaining clean, accessible records so leadership and operations can find the information they need quickly.
5. Deficiency Tracking and Follow-Up
- Log deficiencies reported by clients, cleaners, subcontractors, or internal team members.
- Track corrective actions, follow-up dates, and completion status.
- Communicate deficiency details clearly to the appropriate cleaner, subcontractor, or manager.
- Ensure relevant photos, notes, and updates are captured.
- Identify recurring issues or patterns that should be escalated to leadership.
6. Workforce Register and Candidate Tracking Support
- Help maintain Clean Brite’s workforce register for cleaners, subcontractors, and potential candidate pools.
- Track candidate availability, contact information, location, experience, vehicle access, documentation status, and potential fit.
- Support follow-up with potential cleaners or subcontractors as directed.
- Help organize information so Clean Brite is not starting from zero when new contracts, coverage gaps, or increased workload arise.
7. Onboarding and Training Administration
- Support onboarding administration for new cleaners, subcontractors, and operations support team members.
- Assist with collecting required documents, agreements, contact information, police checks, safety documents, and training records where applicable.
- Help coordinate orientation details, site-specific instructions, and system access.
- Track outstanding onboarding items and follow up until complete.
8. Teams / ZenMaid / Technology Support
- Support day-to-day organization of Microsoft Teams, Outlook, Excel, ZenMaid, and shared operational files.
- Help ensure job notes, photos, updates, and communications are entered or filed in the correct place.
- Assist cleaners and subcontractors with basic process reminders related to communication and documentation tools.
- Flag technology or process issues that are creating confusion or duplicated work.
9. Reporting and Administrative Support
- Assist with weekly operational reporting, job completion tracking, deficiency summaries, workforce updates, and other operational records.
- Support administrative preparation for billing, payroll, subcontractor invoices, or job validation as required.
- Help leadership maintain visibility into active work, outstanding issues, and follow-up priorities.
- Support meeting preparation and follow-up notes where needed.
10. Future City / Transit Start-Up Support
- If Clean Brite is awarded new City, Transit, or municipal work, assist with start-up coordination, cleaner pool tracking, site documentation, onboarding support, schedule preparation, communication flow, and operational administration.
- Support leadership by helping organize the moving pieces required for a successful launch.
11. Administrative Finance and Invoicing Support
- Support basic administrative finance workflows, including organizing job information, cleaner/subcontractor invoices, work order details, and supporting documentation required for client invoicing.
- Assist with invoice preparation, invoice tracking, and follow-up on missing information required for billing or payroll support.
- Work with leadership and/or finance to ensure job records, completion notes, purchase orders, subcontractor invoices, and other billing-related documents are accurate, organized, and submitted within required timelines.
- Support use of QuickBooks or other accounting/invoicing systems as required, including basic data entry, invoice preparation support, document matching, and invoice status tracking.
This role is not intended to replace accounting or bookkeeping oversight but will help ensure operational information is organized and ready for accurate billing, payroll, and financial administration.
Required Qualifications
- Strong organization and follow-through.
- Clear written and verbal communication.
- Comfort using Microsoft Outlook, Teams, Excel, and shared digital files.
- Ability to manage multiple moving pieces at once.
- Strong attention to detail and documentation habits.
- Professional communication with cleaners, subcontractors, clients, and leadership.
- Comfort working with spreadsheets, invoice records, billing details, and basic administrative finance information.
- Ability to work independently while escalating appropriately.
- Calm, practical problem-solving style.
- Reliable, punctual, and responsive.
- Comfort working in a fast-moving service environment where priorities can shift quickly.
Preferred Qualifications
- Experience in commercial cleaning, janitorial services, facilities, property management, trades, construction, logistics, dispatch, scheduling, or operations coordination.
- Experience coordinating field staff, subcontractors, cleaners, or mobile teams.
- Experience with ZenMaid, CRM software, scheduling software, job management tools, or shared digital workspaces.
- Familiarity with Calgary Housing, municipal contracts, public facilities, or service-based operations.
- Experience supporting onboarding, documentation, workforce tracking, or administrative operations.
- Familiarity with QuickBooks, invoicing systems, or basic accounts receivable / billing administration is considered an asset.
Working Style / Fit
The right person for this role is steady, organized, and comfortable working behind the scenes to keep operations moving. You do not need to have all the answers, but you do need to be willing to ask good questions, document clearly, follow up consistently, and communicate professionally.
You will be a strong fit if you:
- Enjoy organizing details and closing loops.
- Can stay calm when several things are happening at once.
- Are comfortable communicating with cleaners, subcontractors, clients, and managers.
- Understand that small details matter in service delivery.
- Can balance urgency with accuracy.
- Are willing to learn Clean Brite’s systems and help improve them over time.
- Know when to handle something independently and when to escalate.
Work Arrangement
Clean Brite is open to discussing the best structure for the right candidate. Full-time support is preferred, with flexibility to begin in a part-time, contract, or staged onboarding arrangement depending on experience and availability.
This role is intended to grow with Clean Brite’s operations and may expand as additional contracts, workflows, and workforce needs develop.
Compensation
Compensation will depend on experience and final work arrangement.
Expected range: $28–$30 per hour.
How to Apply
Please submit your resume and a short note outlining your relevant experience in operations coordination, administration, cleaning, facilities, scheduling, dispatch, or field team support.
Clean Brite is looking for someone reliable, organized, and practical who can help support our teams, our clients, and our next stage of growth.
Pay: $28.00-$30.00 per hour
Work Location: Remote
