Operations Coordinator

ecl.vincere.io; Calgary; On-site; CAD 45,000 - 65,000; Full time

Job summary

Edmonton, Alberta-based firm is seeking an Operations Coordinator to join our team in-office. The role spans office administration, marketing support, HR and recruitment, and technology adoption in a fast-paced environment where organization matters.

You will help maintain day-to-day operations, support vendors and employees, and continuously look for smarter, more efficient ways to get things done. A minimum of 3 years in related roles and bilingual French/English are required.

Qualifications

• At least 3 years of experience in office coordination, executive assistance, HR administration, recruitment or a related role.
• Highly tech savvy with ability to learn new tools quickly.
• Strong organizational skills with the ability to manage multiple priorities.
• Discretion handling confidential information and professional communication in English and French.

Responsibilities

• Office Administration: manage relationships with service providers, track contracts, renewals and invoices, and maintain supplies.
• Marketing Support: order materials, coordinate print files, and organize marketing assets and inventories.
• HR, Recruitment & People Support: support full-cycle recruitment, onboarding, ATS updates and employee records.
• Technology & Continuous Improvement: learn new tools, improve workflows, and keep files and templates organized.

Skills

Office coordination

HR administration

Recruitment support

French and English bilingual

Job description

Edmonton, Alberta | Full-Time | In office

Are you highly organized, resourceful and genuinely tech savvy? Do you thrive in a fast-paced environment where priorities can shift quickly, and people count on you to make sure the details are taken care of?

We are recruiting on behalf ofone of our clients based in Edmonton for an Operations Coordinator to join their team.

This is a diverse, hands-on role supporting several areas of the business, including office administration, marketing, HR and recruitment, and technology adoption. You’ll help keep day-to-day operations, people and processes organized while making sure important details don’t fall through the cracks.

Technology is central to how this team works. Being comfortable with technology isn’t enough. You’ll need to be curious, quick to learn new tools, willing to troubleshoot independently and always looking for smarter and more efficient ways to get things done.

What You’ll Be Doing

Office Administration

• Manage relationships with service providers and vendors.
• Track vendor contracts, renewals and invoices, proactively flagging issues when necessary.
• Order and maintain office supplies.
• Help keep the office organized and running smoothly day to day.

Marketing Support

• Order business cards and promotional materials as required.
• Send print-ready PDF files to print vendors and confirm delivery as required.
• Keep marketing templates, brand assets and promotional inventory organized and up to date.
• Coordinate logistics for client appreciation initiatives.
• Support other marketing initiatives as required.

HR, Recruitment & People Support

• Support full-cycle recruitment, including sourcing candidates, screening, coordinating interviews and assessments, and keeping candidates informed throughout the process.
• Coordinate internal hiring activities from recruitment through onboarding.
• Keep the applicant tracking system accurate and up to date.
• Coordinate onboarding for new employees, including working with IT to set up email accounts and order computers, preparing workstations, ordering name plates and creating profiles in the HR platform.
• Help organize employee reviews, including scheduling, reminders and paperwork.
• Maintain accurate and confidential employee records and documentation.
• Coordinate logistics for employee appreciation initiatives.
• Provide direct administrative support to the Director of Administration as required.

Technology & Continuous Improvement

Being tech savvy is key to succeeding in this role.

Technology is an important part of how this team works, and you’ll rely on it every day to keep pace with a fast-moving environment.

• Learn and adopt new technologies quickly as they are introduced.
• Help the team become comfortable using new tools.
• Look for smarter and more efficient ways to complete tasks, particularly when something feels repetitive or unnecessarily manual.
• Keep shared files, templates and workflows organized so information is easy to find.
• Be comfortable troubleshooting and figuring things out independently.

What You Bring

• At least3 years of experience in office coordination, executive assistance, HR administration, recruitment or a related role.
• You are highly tech savvy. You learn new software independently, troubleshoot without waiting for help, and are eager to try new technologies and better ways of working.
• Strong organizational skills and the ability to manage several competing priorities in a fast-paced environment without losing track of the details.
• Strong attention to detail and consistent follow-through.
• Discretion and sound judgment when handling confidential information.
• Clear and professional communication skills with colleagues, vendors and candidates.
• Bilingual in French and English.

What It Takes to Succeed

Success in this role comes down to beingadaptable, accountable, organized and comfortable with technology. In practice, that means:

• You turn to technology first. When a task feels slow or repetitive, your instinct is to find a better way to do it.
• You adapt quickly. Priorities can change throughout the day, and you’re comfortable moving between office administration, marketing, HR and recruitment without losing momentum.
• You take ownership. You follow things through without needing reminders and raise issues early rather than waiting for them to become problems.
• You get the details right. You understand that accuracy matters, whether you’re managing vendor contracts and orders, coordinating onboarding or maintaining candidate and employee records.
• You use good judgment. You handle employee, candidate and client information with care and discretion.
• You communicate. You keep colleagues, vendors and candidates informed and are comfortable communicating professionally in both French and English.
• You stay organized when things get busy. You know how to prioritize multiple moving pieces and make sure nothing falls through the cracks.

We are proud to apply principles of diversity, equity, and inclusion in all our recruitment practices, ensuring equal opportunities for all candidates. Our commitment to these values enables us to match organizations with a diverse range of top talent, fostering workplace cultures that thrive on innovation, collaboration, and respect.