Dexotech is a specialized engineering services company focused on advanced power system design, diagnostics, and forensic engineering. We support utilities, industrial clients, generation owners, operators, and contractors across a broad range of technical and operational challenges throughout the system lifecycle.
We are a growing, employee-focused organization that values technical excellence, accountability, professionalism, efficiency, and strong client relationships. Our goal is to build a reliable, organized, and high-performing operational environment that allows our technical teams to focus on delivering exceptional engineering work
Position Overview
Dexotech is seeking a highly organized, proactive, and self-directed Operations & Office Manager to oversee the day-to-day administrative and operational functions of the company.
This role is critical to ensuring the smooth operation of the business and enabling our engineering and technical teams to remain focused on technical work. The successful candidate will take ownership of office operations, logistics coordination, bookkeeping support, compliance administration, project support, and general business operations.
This position has the potential to evolve into a broader operational leadership role for the right candidate.
Key Responsibilities
Office & Facility Operations
- Maintain a professional, organized, and efficient office environment
- Coordinate office supplies, furniture, equipment, vendors, and facility-related matters
- Manage office systems including phones, printers, internet, and related administrative infrastructure
- Coordinate workspace setup and office organization
- Ensure operational issues are identified and addressed proactively
- Coordinate office maintenance, service providers, and general operational logistics
Accounting & Administrative Operations
- Manage invoicing, accounts receivable, accounts payable, expense tracking, and purchase orders
- Maintain accurate bookkeeping records using QuickBooks Online and related systems
- Reconcile accounts and maintain organized financial records
- Coordinate with external accountants and support monthly and annual reporting requirements
- Monitor outstanding receivables and communicate with client accounting departments as required
- Maintain organized administrative and financial documentation
- Support ongoing improvement of administrative and accounting systems
Shipping, Logistics & Asset Coordination
- Coordinate shipping, receiving, courier services, and customs documentation
- Prepare and manage shipments through courier platforms including FedEx and DHL
- Track active shipments and maintain shipping records
- Monitor asset records, equipment calibration validity, and related documentation
- Coordinate warranty, repair, and service requests as required
Operational & Project Support
- Track proposals, RFPs, and client opportunities through the CRM system
- Support project setup, scheduling coordination, and document management
- Coordinate proposal formatting and administrative deliverables
- Monitor deadlines, follow-ups, and operational action items
- Support communication between clients, vendors, and internal teams
- Assist with project administration and operational coordination as require
Compliance & Corporate Administration
- Maintain compliance documentation including WSIB, insurance certificates, safety records, and training documentation
- Support ISO and quality-management initiatives
- Maintain employee onboarding records and administrative documentation
- Coordinate professional training, certifications, and compliance tracking
- Ensure corporate records and operational documentation remain organized and current
HR & Team Support
- Coordinate recruitment administration and interview scheduling
- Support onboarding and employee setup processes
- Maintain vacation tracking, benefits administration, and internal employee records
- Support a professional, organized, and positive workplace culture
What We’re Looking For
The ideal candidate is highly organized, proactive, detail-oriented, and dependable. This role requires someone who takes ownership of responsibilities, follows through consistently, communicates professionally, and is capable of managing multiple operational priorities independently.
We are looking for someone who notices issues early, resolves problems proactively, and helps create a reliable and efficient operational environment without requiring constant oversight or follow-up.
Qualifications & Experience
- Minimum 7–10 years of experience in office administration, operations, or business support roles
- Experience in engineering, technical, consulting, utility, industrial, or construction-related environments is strongly preferred
- Strong organizational, prioritization, and multitasking abilities
- Professional written and verbal communication skills
- Strong attention to detail and follow-through
- Ability to work independently with sound judgment and accountability
- Experience with QuickBooks Online and Microsoft 365
- Strong computer and administrative systems skills
- Experience managing confidential business information professionally and discreetly
- Experience supporting operational workflows and business systems is considered an asset
What Success Looks Like
- Office operations run smoothly, professionally, and efficiently
- Administrative and operational tasks are completed accurately and on time
- Engineers and technical staff are free to focus on technical work
- Clients, vendors, and staff receive responsive and professional support
- Financial, operational, and compliance records remain accurate and organized
- Operational issues are identified and resolved proactively
- The office environment remains organized, functional, and well maintained without requiring executive intervention
Compensation & Work Structure
- Full-time salaried position
- Typical hours are Monday to Friday during standard business hours with scheduling flexibility where appropriate
- Primarily in-office role based in Etobicoke, Ontario
- Competitive compensation package including benefits and performance-based incentives
- Salary range anticipated around $70,000 annually depending on qualifications and experience
- Flexibility and time-off accommodation may be provided during periods requiring additional workload support
- Opportunities for long-term growth and increased operational responsibility for the right candidate
Why Join Dexotech
Dexotech offers an opportunity to be part of a technically respected and growing organization solving complex challenges in the power industry. We value professionalism, accountability, operational excellence, and strong team culture.
This role is ideal for someone who enjoys building structure, improving operations, taking ownership, and becoming a trusted operational leader within a growing technical organization.
Job Type: Full-time
Pay: $65,000.00-$75,000.00 per year
Work Location: In person
