Operations Coordinator

Office Works is a leading provider of office furniture, supplies, business technology solutions, and managed services for clients across Ontario. We are committed to delivering exceptional service and innovative solutions that help businesses operate efficiently. As an Operations Coordinator, you will play a pivotal role in ensuring seamless day-to-day operations and supporting our clients, vendors, and internal teams. Office Works is seeking a highly organized Operations Coordinator to support our growing business services team. This role combines administrative responsibilities with client service, quoting, purchasing, billing support, and project coordination. The ideal candidate does not need to be an IT technician but should be comfortable learning technical terminology and translating technical information into clear, professional client-facing proposals and communications. This is not a basic clerical position. The ideal candidate will take ownership of administrative and operational responsibilities, proactively manage priorities, and help reduce leadership overload by keeping office operations organized and on track We use AI-assisted tools to help identify and match applicants to our open roles. This may include reviewing resumes and suggesting potential matches. All final hiring decisions are made by humans. Key responsibilities include: Administrative & Operational Support Manage incoming calls, emails, and service requests Coordinate schedules, appointments, meetings, and follow-up activities Maintain customer records, files, and operational documentation Assist with reporting, administrative tracking, and process management Support day-to-day business operations and organizational efficiency Quoting & Proposal Coordination Review supplier, vendor, and subcontractor quotations Prepare professional client-facing quotes, proposals, and recommendations Assist with quotations for office furniture, office supplies, technology products, and managed services Track and follow up on outstanding quotations and sales opportunities Ensure documentation is accurate, complete, and professionally presented Billing & Contract Administration Assist with recurring billing for managed services and subscriptions Review vendor invoices for accuracy and completeness Track service agreements, warranties, renewals, contracts, and licensing requirements Support invoicing processes and help ensure services delivered align with customer billing Project Coordination Coordinate activities between Office Works, clients, vendors, and subcontractors Track project timelines, milestones, deliverables, and outstanding action items Maintain project documentation and provide status updates as required Assist with procurement, purchasing, order management, and project logistics Help ensure projects remain organized, on schedule, and properly communicated Client Communication & Customer Service Serve as a professional point of contact for clients and business partners Communicate project updates, order status information, and service-related communications Build positive client relationships through responsive and organized customer service Assist in resolving issues by coordinating communication between stakeholders Ideal Candidate Highly organized and detail-oriented Professional and confident communicator Self-motivated with strong initiative Comfortable working independently while coordinating with multiple stakeholders Strong problem-solving and critical-thinking abilities Able to prioritize competing demands and manage multiple projects simultaneously Eager to learn new products, services, systems, and processes Interested in long-term growth and development within the company Requirements Previous experience in office administration, operations coordination, project coordination, business support, or a related role Strong organizational and time-management skills High attention to detail and excellent follow-through Excellent written and verbal …

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