Office Manager / Operations Coordinator

Drake International; Ottawa; On-site; CAD 80,000 - 100,000; Full time

Job summary

A well-established engineering and construction company in Richmond, ON is seeking an organized and proactive Office Manager / Operations Coordinator. This role involves managing office operations, client relations, and compliance tasks. Ideal candidates will have experience in office administration, strong organizational skills, and proficiency in Microsoft Office. Join a growing business dedicated to service excellence and operational efficiency.

Benefits

Extended health care

Life insurance

On-site parking

Casual dress

Qualifications

• Proven experience in office administration or operations support.
• Strong organizational and multitasking skills are essential.
• Valid driver's license and ability to travel locally if needed.

Responsibilities

• Serve as the first point of contact for clients and vendors.
• Maintain organized digital and paper filing systems.
• Process payroll, AR/AP, and office service bills.

Skills

Organizational skills

Multitasking

Microsoft Office proficiency

Communication skills

Compliance knowledge

Tools

QuickBooks

Job description

Onsite Location: Richmond, ON

Ideal Start Date: August 11, 2025

Our client, a well-established engineering and construction company in Richmond, ON, has partnered with Drake International to find an organized and proactive Office Manager / Operations Coordinator to join their team. This is an opportunity to become the operational backbone of a growing business that values precision, safety, and service excellence.

If you thrive in a role where every day brings variety and enjoy being the go-to person who keeps everything running smoothly, we want to hear from you.

What We Offer

• Pay: $25.00–$27.00 per hour (commensurate with experience)/ Salaried option available
• Job Type/Shift: Full-time, Monday to Friday (8:00 AM – 5:00 PM), over time compensation
• Benefits: Extended health care, life insurance, on-site parking, casual dress

What You’ll Do

As the Office Manager / Operations Coordinator, you will be the first point of contact for clients, vendors, and team members while ensuring smooth day-to-day operations. This is a hands-on role that blends administrative support, financial coordination, compliance tracking, and operational management.

Key Responsibilities include:

Administrative & Front Office

• Act as the first point of contact for calls, emails, and walk-in visitors
• Maintain organized digital and paper filing systems
• Order and manage office supplies and operational materials (ticket books, cheques, etc.)
• Maintain printers, including large-format blueprint printing

Project & Operational Support

• Handle new project inquiries: collect details, open files, liaise with suppliers, and prepare for estimating
• Call in project locates through Ontario One Call and track progress
• Process permits (building, septic, road cut, demo) and coordinate inspections
• Compile septic system packages for clients and schedule pumping or delivery services

Compliance & Licensing

• Track and renew all MTO compliance (CVOR, stickers, emissions testing, overwidth permits)
• Maintain equipment and vehicle maintenance records in collaboration with mechanics
• Register vehicles and equipment for municipal/provincial hire every two years
• Manage security clearances for staff (fingerprinting, renewals) and maintain company FSC clearance

Financial Administration

• Calculate payroll hours, OT, vacation, stat pay, deductions, and reimbursements for processing
• Handle AR/AP, petty cash reconciliation, and deposits
• Pay utility and office service bills online
• Coordinate with bookkeeper for year-end reports, ROI, and benefits setup
• Manage insurance renewals and provide COIs as requested

Human Resources & Safety

• Complete new staff onboarding paperwork and organize training/orientation
• Maintain WSIB compliance and MSDS sheets
• Lead bi-weekly health and safety meetings and update manuals per legislation
• Submit WSIB forms for any workplace injuries

Facilities & Building Management

• Oversee building vendors (cleaning, waste removal, window washing)
• Track lease renewals, rent increases, and manage tenant communication
• Handle small maintenance tasks (furnace filter changes, topping water softener)
• Manage supply of building essentials (paper products, etc.)

Additional Tasks

• Handle disputes with suppliers and resolve billing discrepancies
• Submit annual pit production reports
• Support marketing efforts (website updates, publications)
• Organize storage areas and manage annual file turnover
• Manage building keys and security systems

What We’re Looking For

• Proven experience in office administration or operations support
• Strong organizational and multitasking skills
• Proficiency with Microsoft Office (Word, Excel); QuickBooks experience is an asset
• Knowledge of compliance processes (MTO, WSIB) and permit handling
• Excellent verbal and written communication skills
• Valid driver’s license and ability to travel locally as needed
• Ability to occasionally lift and move boxes for file storage or supply management
• Asset: Eligibility for Secret Level II Security Clearance

Our team is eager to connect with candidates who meet these requirements. If this sounds like a fit for you, we invite you to apply today!

About Drake International

Since 1951, Drake International has been a global leader in flexible and permanent staffing, connecting people with the right roles at any career stage, both in Canada and worldwide. As a leading recruitment and HR partner, we collaborate directly with employers to bring you the best opportunities at no cost, ensuring a human-centered approach that helps everything work seamlessly.

Drake International is an equal opportunity employer and champions accessibility, inclusivity, and diversity in the workplace. We are committed to providing accommodation for applicants with disabilities throughout the recruitment process. If you require accommodation, please contact your Branch Representative