About Us
At YBL Accounting, we are a team of innovative problem solvers committed to delivering an exceptional client experience. The business owners we work with have big goals, and we understand that achieving these goals depends on having a well-oiled machine. We provide our clients with the tools, resources, and expertise needed to fulfill their potential, ensuring no money is left on the table in the process. We aim to build genuine connections and lead with compassion, consistently exceeding the expectations of entrepreneurs who are in need of support.
Our firm is known for its collaborative and innovative culture, where we leverage technology, including our own internally built tools, to provide outstanding service. We specialize in serving diverse industries, including real estate, healthcare, consulting, and high-level trades. We believe in the power of teamwork and strive to create an environment where everyone can thrive. At YBL Accounting, we prioritize collaboration, honesty, adaptability, and the principles of the Entrepreneurial Operating System (EOS) to drive continuous improvement and alignment within our team. For more information, visit www.ybl.ca.
Position Overview
The Operations Coordinator is a support seat created to free up capacity for YBL's Operations Manager and COO as the firm scales and leadership transitions into higher-level strategic work.
This is a hands-on, execution-focused role with real opportunity to contribute beyond the task list. The right person for this seat thrives on getting things done, follows through without being chased, and takes pride in keeping operations running smoothly behind the scenes. You will be given clear direction and defined priorities. Your job is to execute them reliably, flag issues early, and keep things moving.
At YBL, we genuinely value team members who think critically, notice what isn't working, and bring well-considered solutions to the table. This role is no exception. You are encouraged to identify opportunities, form your own perspective, and present fully thought-out recommendations to leadership. While final strategic decisions rests with senior leadership, your input will be taken seriously and deeply considered.
This is intentionally scoped as a support role to start. For the right person, there is a real opportunity to grow with YBL leadership as the firm scales, taking on greater ownership, broader scope, and more complex work over time. That growth will be earned through demonstrated reliability, judgment, and results.
This role supports internal operations and select marketing initiatives. It does not have client-facing responsibilities.
Success in this seat is measured through task completion, follow-through, quality of contribution, and the degree to which leadership can delegate with confidence.
Key Responsibilities
1. Administrative & HR Support
- Maintain and update internal documentation, SOPs, and process records as directed.
- Assist with HR administrative tasks such as tracking time-off requests, maintaining employee records, and coordinating with external HR or benefits contacts.
- Draft internal communications, memos, and announcements based on provided direction and context for the COO and Operations manager to deliver
- Support employee offboarding process by following established checklists and ensuring all steps are completed on time.
- Assist with time tracking administration, including reviewing submissions, flagging discrepancies, and ensuring records are accurate ahead of payroll runs.
- Support payroll review by cross-checking inputs, flagging errors or missing information, and coordinating with the appropriate team lead or payroll contact to resolve issues before processing.
Employee Onboarding
- Manage new hire onboarding logistics end to end, including preparing offer letters and employment contracts using approved templates, coordinating signatures, and ensuring all documentation is completed before the start date.
- Set up new team members in payroll and applicable systems, following established provisioning checklists.
- Coordinate equipment, access, and tool setup for incoming team members.
- Facilitate team introductions and ensure the new hire has everything they need for day one.
- Track onboarding task completion and flag any gaps to the Operations Manager.
Performance Management
- Coordinate performance review cycles as directed, including distributing self-evaluation forms, collecting team lead feedback, and tracking submission status across the firm.
- Send reminders and follow up with team members and managers to ensure review materials are completed on time.
- Maintain performance review trackers and flag incomplete or overdue submissions to the Operations Manager.
- Support the logistics of performance conversations by preparing schedules, compiling materials, and organizing completed documentation.
Recruitment
- Support active hiring processes by screening inbound applications against defined criteria and surfacing qualified candidates to the Operations Manager for review.
- Coordinate interview scheduling, including booking first-round and second-round interviews and managing calendar logistics for all parties.
- Maintain the applicant tracker and ensure candidate records are kept current throughout the recruitment process.
- Communicate with candidates professionally at each stage of the process, including confirmations, follow-ups, and status updates as directed.
- Assist with preparing interview materials, scorecards, and reference check coordination as needed.
All HR-related activity, including onboarding, performance management, and recruitment, is handled with strict confidentiality.
2. Systems, Workflow & Task Management
- Work within YBL's project management and workflow tools (Karbon, Notion) to complete assigned tasks, update records, and maintain data accuracy.
- Assist with process documentation and light systems work as directed. Comfort navigating digital tools is essential.
- Identify and flag process gaps or inefficiencies to the Operations Manager without acting on them independently.
- Monitor and update action items and follow-up tasks across meetings, projects, and leadership priorities.
- Maintain accountability trackers and ensure owners are reminded of upcoming or overdue items.
- Coordinate follow-ups across internal team members to keep initiatives on track.
- Flag delays, blockers, or items at risk of missing deadlines to the Operations Manager or COO.
3. Event & Meeting Coordination
- Coordinate internal events, team meetings, and firm-wide initiatives from a logistics perspective, including scheduling, vendor coordination, venue sourcing, and communication.
- Manage event timelines, task lists, and confirmations to ensure nothing falls through the cracks.
- Support leadership in preparing agendas, materials, and follow-up documentation for meetings and planning sessions.
4. Application Administration
- Assist with basic administration across YBL's software platforms, including adding and removing users, updating roles and permissions, and maintaining accurate records.
- Submit bug reports and support tickets to software vendors on behalf of the Operations team, tracking status and following up until resolved.
- Maintain a log of open support tickets and escalate unresolved issues to the Operations Manager.
- Flag system issues, access gaps, or recurring errors to the Operations Manager without independently implementing fixes.
5. Team Lead Administrative Support
- Provide administrative assistance to YBL's team leads (Bookkeeping, Payroll, Tax & Advisory, and Personal Tax) as directed by the Operations Manager.
- Support team leads with task tracking, document preparation, scheduling, and coordination tasks that fall outside their core delivery work.
- Act as a reliable point of contact for team lead administrative requests, triaging and completing them within agreed timelines.
- Flag recurring administrative burdens to the Operations Manager as opportunities for process improvement.
6. Operations Projects
- Own defined operations projects under the direction of the Operations Manager, with clear scope, timelines, and success criteria established upfront.
- Manage project tasks, timelines, and stakeholder communication for assigned initiatives from start to completion.
- Provide regular status updates and proactively surface risks or blockers before they cause delays.
- Document outcomes and hand off completed work cleanly to ensure continuity.
7. Marketing Initiative Support
- Participate in select marketing initiatives led by the COO, providing coordination and administrative support as needed.
- Assist with scheduling, content coordination, asset tracking, or campaign logistics as directed. This is a support role within marketing, not a strategic or creative one.
- Communicate clearly across internal and external stakeholders involved in marketing projects.
8. General Operations Support
- Provide day-to-day operational support to the Operations Manager and COO as priorities evolve.
- Take on ad hoc coordination tasks and projects as delegated, with a strong bias toward completion and clear communication.
- Maintain confidentiality across all HR, personnel, and internal business matters.
Qualifications
- 3+ years of experience in an operations, administrative, events, or project coordination role.
- Demonstrated ability to manage multiple priorities, follow through independently, and meet deadlines consistently.
- Strong organizational skills and attention to detail. You notice when something is missing and you fix it.
- Comfort working inside project management and workflow tools (experience with Karbon, Notion, or similar platforms is an asset).
- Clear written communication skills. You can draft a professional internal memo or recap without extensive editing.
- Discretion and professionalism when handling sensitive internal information, including HR, performance, and recruitment matters.
- Self-directed and reliable in a remote environment. You manage your time well and communicate proactively.
- Comfortable with basic software administration tasks such as user management, permissions, and vendor support ticket submission.
- Experience coordinating recruitment processes, including resume screening, interview scheduling, and candidate communication.
Assets (not required):
- Experience working in a professional services, accounting, or finance firm.
- Familiarity with EOS (Entrepreneurial Operating System) or similar operating frameworks.
- Event management background.
- Experience supporting performance review cycles or HR coordination in a multi-person team.
Are You the Right Fit for YBL?
At YBL Accounting, our values guide everything we do:
- Collaboration: We believe in the power of teamwork and working together to achieve our goals. Collaboration is the driving force that propels our approach, allows us to push boundaries, and drives continuous evolution in our clients' businesses.
- Honesty: We maintain the highest standards of transparency and continuously encourage feedback from our clients and staff. It's what fuels our integrity, builds our credibility, and strengthens our bond as a strategic partner to our clients.
- Adaptability: We embrace change and strive to find new ways to grow and improve. By combining our expertise with a culture of continuous improvement, we work closely with our team and clients to meet evolving needs.
If these values resonate with you and you are excited about contributing to a growing, AI-first accounting firm, we encourage you to apply.
Our Recruitment Process
Our recruitment process involves a comprehensive evaluation of candidates' qualifications. Applications are not reviewed inside Indeed; instead, please fill out this intake form - https://noteforms.com/forms/applicant-tracker-mbbuxy. From there, we will screen your application and select candidates for interviews and potentially ask you to complete a case study. We are committed to fostering a selection process that is equitable and inclusive, aligning the most qualified candidates with the values and requirements of our firm.
Pay: $70,000.00-$80,000.00 per year
Benefits:
- Casual dress
- Company events
- Employee assistance program
- Extended health care
- RRSP match
- Work from home
Application question(s):
- Describe how you utilize AI in your work
Experience:
- Operations/Project Management: 3 years (required)
Work Location: Remote
