Office Administrator / Operations Coordinator

Clear Results; Kingston; On-site; CAD 32,000 - 34,000; Part time

Job summary

Clear Results, on behalf of Holleford Homes, seeks an Office Administrator / Operations Coordinator to keep projects organized, schedules tight, and systems humming. This part-time, in-office role grows with you into full-time as the business expands, offering hands-on involvement with renovation and design teams and direct impact on client experiences.

You’ll coordinate files, permits, documentation, and communications, while supporting bookkeeping prep and daily operations using tools like

Qualifications

• Strong organizational skills and ability to manage multiple projects.
• Experience coordinating schedules, permits, and documentation.
• Proactive communicator with clients, suppliers, and team members.

Responsibilities

• Create organized systems, files, and processes to keep projects running smoothly.
• Support project managers and designers with scheduling, documentation, permits, and administrative coordination.
• Prepare information for bookkeeping and maintain organized financial records using JobTread, QuickBooks Online, and Xero.
• Provide warm, professional communication with clients, suppliers, and trade partners.
• Assist with SOPs, documentation, and process improvements as business grows.

Skills

Organization

Scheduling

Communication

Documentation

Tools

JobTread

QuickBooks Online

Xero

Microsoft Office

Google Workspace

Job description

Office Administrator / Operations Coordinator

Bring Order to Beautiful Homes. Build a Career You Can Be Proud Of.

Part-Time (20-30 Hours/Week) with the Opportunity to Grow into Full-Time

$23.00-$25.00 per Hour | In-Office

Clear Results is hiring on behalf of Holleford Homes, a custom home builder known for creating exceptional spaces where craftsmanship, design, and attention to detail come together.

Do you love being the person who keeps everything running smoothly?

Are you energized by organizing details, supporting a team, and creating systems that make everyone's job easier? Do you enjoy working in a professional environment where your ideas are valued and your contributions make a real difference?

If so, we'd love to meet you.

At Holleford Homes, we create exceptional custom renovations and homes that families enjoy for generations. Through our sister company, Reid & Siemonsen Design Group, we also provide high-end interior design that brings those spaces to life. Behind every successful project is a well-organized team--and that's where you come in.

We're looking for an Office Administrator / Operations Coordinator who enjoys bringing structure to busy days, supporting creative professionals, and helping a growing business operate at its best.

What's In It For You?

Be Part of Something You're Proud Of

You’ll support two respected local businesses known for quality craftsmanship, thoughtful design, and outstanding customer service. Every project you help organize contributes to creating beautiful homes and exceptional client experiences.

Grow With Us

This position starts at 20-30 hours per week, but we’re looking for someone who wants to grow alongside our business. As you take on more responsibility, there is strong potential for this role to become full-time with expanded opportunities.

Your Work Will Matter

This isn't a job where you're just answering phones or filing paperwork. You'll help improve systems, support projects from start to finish, and become a trusted member of a close-knit team that relies on your organization and initiative.

Enjoy Variety Every Day

No two days look exactly alike. One day you might be helping organize project files, preparing permit paperwork, or coordinating schedules. The next, you’ll support our interior design team, assist with client communications, or help improve the systems that keep everything running efficiently.

Work With Great People

We’re proud of our culture. We value honesty, professionalism, collaboration, and treating both our clients and teammates with respect. We work hard, support one another, and genuinely enjoy what we do.

What You’ll Help Accomplish

As our Office Administrator / Operations Coordinator, you’ll help keep our businesses organized and moving forward by:

• Creating organized systems, files, and processes that keep projects running smoothly.
• Supporting project managers and designers with scheduling, documentation, permits, and administrative coordination.
• Preparing information for bookkeeping and maintaining organized financial records using tools like JobTread, QuickBooks Online, and Xero.
• Providing warm, professional communication with clients, suppliers, and trade partners.
• Assisting with standard operating procedures, organizational documentation, and process improvements as our companies continue to grow.

You’ll Thrive Here If You...

• Love creating order from busy, fast-moving environments.
• Enjoy helping others succeed and take pride in being dependable.
• Are naturally organized and rarely let details fall through the cracks.
• Communicate professionally and build strong relationships with clients and coworkers.
• Are comfortable learning new software and technology.
• Take ownership of your work instead of waiting to be told what to do.
• Enjoy variety and like wearing multiple hats throughout the day.

Bonus Points If You Have

• Administrative experience in construction, renovation, design, or a related industry.
• Experience with JobTread, QuickBooks Online, Xero, Microsoft Office, or Google Workspace.
• Basic bookkeeping or accounting knowledge.
• Experience creating processes, documentation, or office systems.

Compensation & Schedule

• $23.00-$25.00 per hour, based on experience.
• Part-time (20-30 hours per week).
• Strong opportunity to grow into a full-time position.
• Monday-Friday schedule.
• In-office position.

If This Sounds Like You...

If you're the type of person who loves keeping things organized, enjoys supporting a team, and wants more than "just another office job," we'd love to hear from you.