We are seeking a proactive, highly organized Operations Coordinator to become the central hub of our growing design and construction team. This role is responsible for keeping projects, people, and systems aligned. You will own the day-to-day coordination of projects through JobTread, ensure schedules run smoothly, and support the team by removing administrative friction.
This is not a passive administrative role—we are looking for someone who takes ownership, enforces structure, and ensures nothing falls through the cracks.
Key ResponsibilitiesLead Intake & Client Screening (New)
- Act as the first point of contact for new client inquiries and incoming leads.
- Screen and qualify leads based on company criteria before passing them along to the management team.
- Follow up promptly with prospective clients to gather initial project details and maintain a warm, professional introduction to the company.
Project & System Coordination (JobTread)
- Maintain JobTread as the single source of truth for all projects.
- Ensure project details, budgets, and timelines are accurate and up to date.
- Act as the internal “gatekeeper” for data consistency across teams.
- Monitor project progress and flag gaps, delays, or missing information.
Scheduling & Team Coordination
- Coordinate and manage client meetings, site visits, and internal team meetings.
- Maintain and update shared calendars across teams.
- Ensure all stakeholders are aligned on timelines and next steps.
Client Onboarding & Project Setup
- Set up new clients and projects in JobTread once qualified.
- Ensure all agreements and documentation are complete and properly recorded.
- Prepare projects for a smooth transition into design and construction phases.
Procurement & Order Coordination
- Place orders on behalf of the design team.
- Track deliveries and timelines to ensure project schedules stay on track.
- Coordinate with vendors to ensure timely and accurate fulfillment.
Team Support & Communication Flow
- Act as the central coordination point between the Design team, Project Managers, and clients.
- Ensure clear, consistent communication across all parties.
- Follow up on outstanding tasks, updates, and deliverables.
Light Financial Coordination (Support Only)
- Ensure invoices and receipts are uploaded into JobTread.
- Assist in gathering documentation for the finance function.
- Support (but do not own) financial workflows.
What Success Looks Like
- Leads are screened and handed off efficiently, creating a seamless experience for new clients.
- Projects run smoothly with minimal confusion or delays.
- JobTread is clean, accurate, and fully up to date.
- Schedules are proactive, not reactive.
- Team members are no longer bogged down with administrative tasks.
Qualifications
- 3+ years in an administrative, operations, or project coordination role.
- Experience with lead screening, client intake, or front-end customer service is highly valued.
- Strong organizational and multitasking abilities.
- Experience with project management software (JobTread or similar preferred).
- Excellent communication and diligent follow-up skills.
- Ability to anticipate needs and take initiative.
- Comfortable working in a fast-paced, team-oriented environment.
Who You Are
- Highly organized and detail-oriented.
- Naturally proactive—you don’t wait to be asked.
- Comfortable holding others accountable in a professional way.
- Calm under pressure and able to manage competing priorities.
- A problem solver who enjoys creating structure and clarity.
Why Join Us
- Be a key player in a growing design and construction company.
- Work closely with a collaborative and dynamic team.
- Take ownership of systems and processes that drive real impact.
- Opportunity to grow into a larger operations role over time.
Pay: $27.00-$35.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- Mileage reimbursement
Work Location: Hybrid remote in Guelph, ON N1K 1J3
