Operations Coordinator

Vaco by Highspring; Montreal; On-site; CAD 65,000; Full time

Job summary

A dynamic company, Vaco by Highspring, is seeking an Operations Coordinator in Montreal to provide essential administrative support. The successful candidate will handle client services, coordinate communication, and support the Sales team. The position requires 2-4 years of experience and bilingual proficiency in English and French, along with excellent organizational skills.

Qualifications

• 2-4 years in a coordination or client services role.
• Bilingual in English and French.
• Proficient in Microsoft Office, especially PowerPoint and Excel.

Responsibilities

• Create external job postings and coordinate interviews.
• Provide administrative support to the Sales Director and Account Managers.
• Manage office supplies and conduct inventory.

Skills

Organizational Skills

Communication Skills

Team-oriented Approach

Education

2-4 years of experience in coordination or client services role

Tools

Microsoft Office (PowerPoint, Excel)

Salesforce

VMS platforms

Marketing tools (Canva, HubSpot)

Job description

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This range is provided by Vaco by Highspring. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$65,000.00/yr - $65,000.00/yr

Direct message the job poster from Vaco by Highspring

Senior Manager - Recruiting & Delivery - Trilingual (EN/FR/ESP)

Description:
We are looking for a dynamic and detail-oriented Operations Coordinator to support our client services and leadership teams in a high-volume, fast-paced environment. The role involves providing a wide range of administrative support to the organization. The Operations Coordinator will be responsible for various tasks, including managing calls and meetings, creating and distributing documents, and coordinating internal and external communications. This person must be self-motivated, well-organized, flexible, and able to work effectively within a team while managing multiple priorities simultaneously.

Key Responsibilities:

Client Services Support:

• Create external job postings
• Coordinate calls between candidates and client managers
• Provide feedback to candidates
• Work with clients to draft and distribute engagement letters
• Coordinate interviews between clients and candidates, ensuring all details are confirmed
• Ensure all placement documents are completed and provided by clients

Sales and Leadership Team Support:

• Provide administrative support to the Sales Director and Account Managers, including calendar management, meeting coordination, and follow-ups
• Maintain client systems such as VMS tools (Fieldglass, Beeline) and CRMs (Salesforce), ensuring data accuracy and timely updates
• Assist in creating and customizing business presentations and proposals, ensuring high-quality output aligned with brand standards
• Assist in managing internal and external events (meetings, seminars, client recognition events)
• Participate in RFPs (Requests for Proposals): help prepare business proposals, coordinate information gathering, ensure timely submission, and compliance with client expectations

Office Supplies Management:

• Ensure office supplies are well-managed by conducting inventory and ordering necessary items for daily operations
• Manage supply stock and orders to maintain a well-equipped and efficient work environment

General Administrative Tasks:

• Verify document uploads in our CRM, update placement trackers, and send to associates for updates
• Coordinate the posting of job descriptions on our career site with internal talent acquisition teams

Other Responsibilities:

• Identify opportunities to optimize sales workflows and improve internal coordination
• Perform other administrative tasks as requested by the team, including managers, associates, and other administrative professionals

Qualifications:

• 2-4 years of experience in a coordination, client services, or executive support role within a consulting, professional services, or tech company
• Proficiency in Microsoft Office (especially PowerPoint and Excel); knowledge of Salesforce, VMS platforms, or marketing tools (Canva, HubSpot) is an asset
• Bilingual (French and English) with strong written and verbal communication skills
• Excellent organizational skills with the ability to manage multiple priorities in a high-pressure environment
• Ability to work with senior leaders and manage client-facing responsibilities
• Proactive and collaborative mindset with a strong team-oriented approach

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Information Technology, and Sales

• Industries

  Administrative and Support Services, Office Administration, and Staffing and Recruiting

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