The Role
We're looking for a sharp, organized Administrative & Operations Coordinator to own the administrative side of our business. This is a key hire — you'll be the operational backbone of the company, handling payroll, crew scheduling, customer coordination, and general office management. If you like being the person who keeps everything on track and takes pride in having your systems dialed in, this role is for you.
What You'll Do
Scheduling & Dispatch
- Build and manage the weekly installation and fabrication schedule
- Coordinate crew assignments based on job requirements and availability
- Communicate schedules to field staff and follow up on job status
- Adjust daily schedules in response to delays, site issues, or customer changes
Payroll & HR Administration
- Process bi-weekly payroll accurately and on time (hourly and salaried employees)
- Track hours, overtime, and job-costing entries
- Maintain employee records, onboarding paperwork, and benefit tracking
- Liaise with accountant or bookkeeper as needed
Customer & Supplier Coordination
- Confirm installation appointments with customers and provide lead time updates
- Handle inbound calls and emails professionally
- Follow up on outstanding invoices and coordinate with the sales/quoting process
- Place and track material orders with suppliers
General Office Management
- Maintain organized filing systems (digital and physical)
- Support the owner with reporting, document preparation, and ad hoc tasks
- Help implement and maintain SOPs as the company systematizes operations
What We're Looking For
- 2+ years in an administrative, office coordinator, or operations role (trades, construction, or manufacturing background is a major asset)
- Experience processing payroll — familiarity with QuickBooks, Wagepoint, or similar software preferred
- Strong scheduling and organizational skills; comfortable managing multiple moving pieces
- Confident communicator — phone, email, and in person
- Proactive and self-directed; you don't wait to be told what needs doing
- Tech-comfortable: Google Workspace, Excel/Sheets, and willing to learn our project management tools
Nice to Have
- Experience in a construction, trades, or fabrication environment
- Familiarity with job costing or project-based businesses
- Bookkeeping or accounts receivable experience
Compensation
- Competitive salary based on experience
- Full-time, Monday–Friday
- Calgary-based, in-office role
Pay: $22.00-$25.00 per hour
Benefits:
- Casual dress
- Dental care
- On-site parking
- Vision care
Work Location: In person
