Operations Administrator

Kaizen Lab Inc.; Toronto; Hybrid; CAD 42,000 - 48,000; Full time

Benefits offered by this job

Competitive benefits after 3-months

Job summary

1Click Energy Solutions in Downtown Toronto is seeking an Operations Administrator to support the documentation, review, and submission process for inspections and installations. You will gather information, review packages for completeness, coordinate with teammates, and prepare submissions for internal and external partners.

This role requires strong organization, attention to detail, and the ability to manage multiple files with deadlines.

Qualifications

• Two or more years of experience in administration, operations support, coordination, document control, or a similar role.
• Clear written and verbal communication and confidence following up with internal teams and external partners.
• Ability to follow detailed requirements and checklists and recognize when an issue needs to be escalated.
• Proficiency with Microsoft Office, including Excel, Outlook, Word, and Teams.

Responsibilities

• Gather and organize the information, documents, photos, reports, quotes, and invoices required for inspection and installation submissions.
• Conduct preliminary reviews to ensure packages are complete, accurate, and aligned with applicable program requirements and checklists.
• Work with Operations Coordinators, Managers, and other team members to resolve missing information or discrepancies before submission.
• Prepare and submit complete inspection and installation packages to internal and external partners for review and approval.
• Track submission and approval statuses, follow up on outstanding items, and coordinate corrections or additional information requested by reviewers.
• Maintain accurate job records, documentation, and statuses in company systems, following established processes.
• Keep the Operations team informed of outstanding requirements, submission backlogs, and delays requiring attention.
• Identify recurring administrative issues and recommend practical improvements to reduce errors and turnaround times.

Skills

Attention to detail

Organizational skills

Time management

Communication

Follow-up

Independent and collaborative work

Tools

Excel

Outlook

Word

Teams

Job description

Operations Administrator

1Click Energy Solutions | Downtown Toronto | Full Time, In-Office

Work arrangement

This is a full-time, five-day-per-week position at our downtown Toronto office. Remote and hybrid arrangements are not available for this role.

The Opportunity

We are looking for a detail-oriented Operations Administrator to support the documentation, review, and submission process for inspections and installations.

Working closely with Operations Coordinators and Managers, you will gather required information, documents, photos, and reports; review them for completeness and accuracy; and prepare complete packages for submission to internal and external partners. You will track outstanding requirements and approvals, follow up on missing information, and keep job records current.

This role requires organization, initiative, and consistent follow-through. By managing this administrative workflow, you will help our Operations Coordinators focus on booking inspections and installations and keeping projects moving.

What you will own

• Gather and organize the information, documents, photos, reports, quotes, and invoices required for inspection and installation submissions.
• Conduct preliminary reviews to ensure packages are complete, accurate, and aligned with applicable program requirements and checklists.
• Work with Operations Coordinators, Managers, and other team members to resolve missing information or discrepancies before submission.
• Prepare and submit complete inspection and installation packages to internal and external partners for review and approval.
• Track submission and approval statuses, follow up on outstanding items, and coordinate corrections or additional information requested by reviewers.
• Maintain accurate job records, documentation, and statuses in company systems, following established processes.
• Keep the Operations team informed of outstanding requirements, submission backlogs, and delays requiring attention.
• Identify recurring administrative issues and recommend practical improvements to reduce errors and turnaround times.

What we are looking for

• Two or more years of experience in administration, operations support, coordination, document control, or a similar role.
• Strong attention to detail, with the ability to identify missing, inaccurate, or inconsistent information.
• Strong organizational and time-management skills, with the ability to manage multiple job files, priorities, and deadlines.
• Clear written and verbal communication and confidence following up with internal teams and external partners.
• Ability to follow detailed requirements and checklists and recognize when an issue needs to be escalated.
• Proficiency with Microsoft Office, including Excel, Outlook, Word, and Teams.
• Initiative, personal accountability, and consistent follow-through, with the ability to work independently and collaboratively.

What success looks like

• Complete, accurate inspection and installation packages submitted on time.
• Missing information and reviewer requests resolved promptly.
• Accurate job records and clear visibility into outstanding requirements, submissions, and approvals.
• Operations Coordinators spending less time on administrative follow-up and more time booking inspections and installations.

Compensation and Benefits

Expected base salary: $42,000 - $48,000

Competitive benefits package after 3-month probationary period.

Why join 1Click

• Make a visible impact by helping projects move efficiently through review and approval.
• Work closely with a collaborative Operations team supporting our growing national business.
• Build your experience with energy-efficiency programs, operational systems, and project administration.
• Help improve our processes while supporting homeowners’ transition to modern, energy-efficient home comfort systems.