Operations Coordinator - Legal Assistant Experience Preferred
Location: Calgary, AB
Schedule: Monday to Friday, 7:30 a.m.–4:00 p.m.
Salary: $48,000–$55,000 per year, based on experience
Work arrangement: In person
Office: 4030 8 Street SE, Calgary
At :AM CLEANING YYC, we are building more than a cleaning company.
We are redefining what the cleaning industry can look and feel like—for our clients, our team and the people who choose this work as their craft.
We believe great service is rooted in hospitality. It is in the details, the communication, the follow-through and the way people feel after interacting with us. We care deeply about the client experience, but just as much about creating a workplace where employees feel supported, respected, challenged and proud of the work they do.
Our team is close-knit, engaged and full of personality. We work hard, solve problems together, celebrate wins, laugh often and genuinely care about one another.
We are now looking for a highly organized, confident and people-focused Operations Coordinator to help lead the daily rhythm of the company.
Although this is not a legal position, we believe the organization, discretion, communication, deadline management and file-management skills developed in a legal-assistant role would transfer exceptionally well.
This opportunity may be especially well suited to an experienced legal assistant who enjoys managing complex details and working with people, but is ready for a more dynamic, relational and hands-on environment outside the legal industry.
About the Role:
This is a broad, established small-business operations role.
The responsibilities are closely connected rather than separate jobs. Daily priorities centre on scheduling, client communication and team support. Payroll, recruitment coordination, employee administration and systems documentation happen at scheduled intervals or as needed.
The role is currently being successfully managed by one full-time coordinator.
This is not a quiet desk job where every day looks the same. Our technicians work throughout Calgary, schedules change, clients need support and unexpected situations happen. You will be the person helping everyone stay informed, supported and moving forward.
What You’ll Do:
Daily Operations and Scheduling
- Coordinate client appointments, employee schedules, routes and staffing coverage
- Monitor the workday and respond to call-ins, delays, access issues and schedule changes
- Rearrange moving pieces calmly and communicate updates clearly
- Coordinate keys, alarm instructions and property access details
- Maintain accurate information in Jobber and internal systems
- Identify operational concerns early and take action
- Make confident day-to-day decisions while knowing when to escalate an issue
Client Experience
- Manage client communication by phone, email and text
- Respond warmly and professionally to questions, requests and service changes
- Serve as the first point of contact for client concerns
- Listen carefully, document concerns and coordinate follow-up or return visits
- Maintain accurate client preferences, property notes and access instructions
- Help create the polished, thoughtful and hospitality-driven experience that :AM CLEANING is known for
Payroll and Financial Administration
- Prepare and process semi-monthly payroll accurately and on time
- Review employee hours, mileage, bonuses, pay adjustments, deductions, vacation pay and statutory holiday information
- Follow up on incomplete or incorrect time entries
- Maintain accurate and confidential payroll records
- Coordinate payroll setup for new employees and employee departures
- Prepare invoices, process payments and follow up on outstanding invoices
- Provide payroll information to leadership
Recruitment and Team Experience
- Support recruitment, interview coordination and candidate communication
- Coordinate onboarding paperwork, payroll setup and employee documentation
- Track employee availability, time-off requests and staffing needs
- Coordinate performance reviews and employee check-ins
- Maintain employee files and benefits documentation
- Assist with claims administration and follow-up
- Help create an organized, welcoming and positive employee experience
Systems and Documentation
- Maintain organized client and employee files, reports and operational records
- Track deadlines, follow-up items and outstanding actions
- Document conversations, decisions and next steps accurately
- Develop, maintain and update internal procedures, policies and SOPs
- Look for ways to improve systems and reduce recurring problems
- Support leadership with special projects and company growth initiatives
You Are Someone Who
- Loves creating order from moving parts
- Remains calm when plans suddenly change
- Communicates warmly, directly and professionally
- Enjoys both people and systems
- Writes clearly and notices details others miss
- Takes ownership and follows through
- Can make decisions without needing constant direction
- Is comfortable having direct or sensitive conversations
- Protects confidential information
- Finds satisfaction in helping a team have a better day
- Enjoys contributing ideas and improving how things are done
- Wants to be part of a close-knit team rather than disappearing into a large corporate structure
- Values hospitality, accountability, teamwork, kindness and growth
Qualifications
- Two or more years of experience as a legal assistant, executive assistant, senior administrator, operations coordinator, office manager or similar professional
- Experience managing a high volume of files, deadlines, appointments and follow-up items
- Exceptional written and verbal English communication
- Strong professional judgment, discretion and attention to detail
- Experience coordinating schedules, clients, employees or mobile service teams
- Hands-on payroll-processing experience is strongly preferred
- Experience with Wagepoint or another Canadian payroll platform is an asset
- Working knowledge of timesheets, mileage, vacation pay, statutory holidays, deductions and payroll recordkeeping
- Experience using CRM or scheduling systems, Google Workspace, spreadsheets, Slack or similar platforms
- Comfortable learning new systems and managing several communication channels
- Experience in legal administration, insurance, healthcare, hospitality, property management, construction, trades or another client-facing environment is an asset
- Recruitment, human-resources or benefits-administration experience is an asset
- Valid Class 5 driver’s licence and reliable vehicle required
Compensation and Benefits
- $48,000–$55,000 per year, based on experience
- Monday to Friday, 7:30 a.m.–4:00 p.m.
- In-person role at 4030 8 Street SE, Calgary
- Benefits available following probation
- Limited hybrid flexibility may be discussed after probation
What Success Looks Like
You will know you are succeeding when employees know where they need to be, clients feel cared for, payroll is processed correctly, details are not slipping through the cracks and problems are handled before they grow.
Most importantly, you will help create the kind of company where both clients and employees feel the difference.
Important Note: This is not a legal role. There is no legal drafting, litigation support, court filing or legal research involved. Legal-assistant experience is preferred because this position requires exceptional organization, confidentiality, communication, judgment, deadline management and follow-through.
Pay: $48,000.00-$55,000.00 per year
Benefits:
- Company events
- Extended health care
- On-site parking
- Store discount
- Work from home
Work Location: In person
