In-Office Vancouver Operations Coordinator – Admin & Logistics

Hallmark Housekeeping Services Inc.; Vancouver; On-site; CAD 55,000 - 62,000; Full time

Benefits offered by this job

Comprehensive health benefits package

Retirement savings plan

Job summary

Hallmark Housekeeping Services Inc. is seeking an organized Operations Coordinator to support the BC operations team from our Vancouver office.

This full-time, in-office role reports to the Director, Operations (BC) and collaborates with Operations Managers and Head Office to keep quotations, work orders, site documentation, and client reporting running smoothly. Responsibilities include preparing quotes, maintaining pricing, updating schedules, supporting QA, billing in the Hallmark App, and

Qualifications

• Experience in operations, administration, or coordination within janitorial, facilities, property management or service industries is a strong asset.
• Strong proficiency with Microsoft Office (Excel, Word, Outlook) and ability to learn new software quickly.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills in English, with a professional and service-oriented manner toward clients and colleagues.
• Sound judgment and discretion when handling confidential information.
• Ability to work independently and as part of a team across operations, finance, and administrative functions.

Responsibilities

• Prepare customer quotations, work orders, notices, and rate increase letters, and maintain current pricing on service templates.
• Collaborate with Operations Managers and site leaders to develop and update job descriptions, cleaning schedules, and periodic work schedules.
• Support the quality assurance program by preparing inspection schedules, logging results, and tracking corrective actions.
• Maintain account and billing information in the Hallmark App, including site setup, changes, and client approvals.
• Coordinate security clearances and background checks for site staff and track client-mandated clearances.
• Compile bi-weekly billing and subcontractor reports for the region and submit to Head Office on schedule.
• Assist with supply chain tasks, follow up on supply orders, reconcile vendor invoices, and handle client requests.
• Gather data and prepare KPI and contract compliance reports for client agreements.
• Attend client and internal meetings, record minutes, and follow up on action items.
• Support new site mobilizations, including site binders, account setup, and staff applications.
• Assist with RFP responses and building certification documentation (BOMA BEST, LEED, WELL).
• Provide general administrative support to the BC operations team and cover reception as required.

Skills

Organizational skills

Communication

Attention to detail

Multitasking

Independent worker

Team collaboration

Education

Post-secondary education in business administration/operations

Tools

Microsoft Office

Excel

Word

Outlook

Job description

Hallmark Housekeeping Services Inc. is seeking an organized Operations Coordinator to support the BC operations team from our Vancouver office.

This full-time, in-office role reports to the Director, Operations (BC) and collaborates with Operations Managers and Head Office to keep quotations, work orders, site documentation, and client reporting running smoothly. Responsibilities include preparing quotes, maintaining pricing, updating schedules, supporting QA, billing in the Hallmark App, and