Office & Business Operations Coordinator

Jama HR Express; Richmond; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

Jama HR Express seeks an Office & Business Operations Coordinator to support daily operations in a growing tech environment. The role combines office administration, banking tasks, CRM management, and marketing coordination to ensure smooth processes.

The successful candidate will manage multiple priorities, work independently, and communicate professionally with customers and partners. Proficiency with HubSpot, QuickBooks, Excel, and Google Workspace is preferred, with an emphasis on accuracy

Qualifications

• Minimum 3-5 years of experience in office administration or business operations
• Experience with QuickBooks or similar accounting software
• Experience with bank reconciliations, invoicing, AR/AP
• Experience with CRM systems; HubSpot preferred
• Strong proficiency with Microsoft Excel, Word, Google Workspace

Responsibilities

• Provide general administrative and operational support to the CEO
• Coordinate trade-show events and travel arrangements
• Respond to customer inquiries and route requests
• Maintain filing systems
• Assist with employee onboarding and benefits administration
• Maintain day-to-day office administration

Skills

Customer service

Organizational skills

Independent work

Attention to detail

English communication

Tools

HubSpot

QuickBooks

Excel

Google Workspace

CRM systems

Job description

Our client is seeking a reliable, highly organized, and proactive Office & Business Operations Coordinator to join their team in a permanent, full-time capacity.

This is a broad, hands-on position supporting the day-to-day operations of a growing technology company. The role combines office administration, financial coordination, customer support, marketing assistance, licensing administration, and database/CRM management.

The successful candidate will be comfortable managing multiple priorities, working independently, communicating professionally with customers and external partners, and using technology and AI tools to work efficiently.

Key Responsibilities

Office & Administrative Support

• Provide general administrative and operational support to the CEO
• Coordinate trade-show events and coordination and travel arrangements
• Respond or route general customer inquiries and direct requests appropriately
• Maintain organized electronic and physical filing systems
• Assist with employee onboarding and health-benefit administration
• Maintain day-to-day office organization and administration

Customer & CRM Support

• Maintain and update customer and prospect information in HubSpot and SAAS renewals
• Support onboarding of new clients
• Assist with ongoing customer needs and follow-up
• Help maintain strong customer relationships and customer satisfaction
• Support Customer Success activities as required
• Maintain accurate customer, sales, and operational records

Marketing & Business Support

• Assist with preparation and scheduling of LinkedIn/company social media posts
• Support newsletters, brochures, and other marketing materials
• Support surveys and market research
• Help maintain and clean HubSpot/CRM data
• Assist with trade shows, promotional activities, and related marketing coordination
• Prepare and process customer invoices and purchase orders
• Perform basic bookkeeping using QuickBooks or similar accounting software
• Assist with maintaining accurate day-to-day financial transactions
• Assist with performing bank reconciliations
• Support Accounts Receivable and Accounts Payable activities
• Follow up with customers regarding outstanding accounts and payments
• Assist with monthly and quarterly financial and operational reports

Licensing & Database Administration

• Support customer software licence generation and administration
• Track and coordinate licence renewals (SAAS)
• Maintain accurate licence and customer records
• Assist with database administration and data management
• Ensure information is accurately entered, maintained, and updated across company systems

Qualifications

• Minimum 3-5 years of experience in office administration, business operations, executive support, bookkeeping, or a similar role
• Basic bookkeeping and financial administration experience
• Experience with QuickBooks or similar accounting software
• Experience with bank reconciliations, invoicing, Accounts Receivable and Accounts Payable
• Experience with CRM systems; HubSpot experience is preferred
• Strong proficiency with Microsoft Excel, Word, Google Workspace, and email communications
• Comfortable working with databases and maintaining accurate records
• Excellent written and verbal English communication skills
• Strong organizational skills and exceptional attention to detail
• Ability to prioritize multiple responsibilities and meet deadlines
• Ability to work independently and take ownership of assigned responsibilities
• Strong customer-service and interpersonal skills
• High level of professionalism, reliability, punctuality, and confidentiality
• Comfortable learning and using new technology and AI productivity tools

Preferred / Assets

• Experience working within a technology, security, IP camera, software, or SaaS environment
• Experience with customer success or client account management
• Experience with Adobe Suite or other marketing/design tools
• Experience preparing newsletters, social media content, or marketing materials
• Experience supporting trade shows and corporate events
• Experience with payroll, employee benefits, or general HR administration
• Familiarity with AI tools such as Claude or similar platforms

Work Arrangement

• Permanent, full-time
• 40 hours per week
• In-office requirement: Monday, Wednesday, and Friday
• Remote work option on the remaining days
• Professional growth opportunities within an innovative technology company
• Collaborative and entrepreneurial team environment

We thank all applicants for their interest; however, only those selected for an interview will be contacted.