Operations Coordinator

Smart Circle International; Richmond Hill; Hybrid; CAD 45,000 - 55,000; Full time

Benefits offered by this job

Vacation & sick leave

Medical & dental

Vision insurance

Life insurance

Referral program

Career development

LMS access for courses

Job summary

Smart Circle International is seeking an Operations Coordinator to keep the IT department running smoothly in a hybrid environment, coordinating vendor relationships, renewals, and budgets while supporting helpdesk operations.

You’ll work with the Lead IT Program Manager and cross‑functionally with Platform, Infrastructure, Security, AI, and IT Services to ensure timely renewals, accurate spend tracking, and robust process improvement across the IT portfolio.

Qualifications

• 2–4 years of experience in IT operations, administrative, business operations, or a coordinator role.
• Strong organizational skills with ability to manage multiple trackers, deadlines, and stakeholders.
• Clear written and verbal communication.
• Comfort working with all levels of an organization.
• Proactive, detail‑oriented mindset and ability to flag issues before they arise.

Responsibilities

• Maintain an accurate inventory of IT vendors, subscriptions, licenses, and contracts.
• Track renewal dates and flag upcoming deadlines to avoid lapses or unwanted auto-renewals.
• Support vendor due diligence, including pricing comparisons, reference checks, and basic risk review.
• Review contracts ahead of renewal, summarizing key terms, pricing changes, and red flags for stakeholders.
• Track IT department spend against budget, reconciling invoices and purchase orders.
• Flag discrepancies or unexpected charges for follow up.
• Monitor helpdesk ticket queues for aging, mislabeling, or stalled tickets.
• Coordinate with IT Services to ensure SLAs and response-time standards are met.
• Support administrative and operational tasks across the IT portfolio.
• Create and maintain documentation, trackers, and dashboards.
• Coordinate cross-team logistics, including meetings, follow-ups, and action items.

Skills

Organizational skills

Communication

Cross-functional collaboration

Proactive mindset

Tools

JIRA

Job description

Job Details

Job Location: Toronto Office - Richmond Hill, ON L4B 1J2

Position Type: Full Time

Salary Range: $45,000.00 - $55,000.00

Travel Percentage: Negligible

Job Category: Information Technology

The Operations Coordinator keeps the IT department running smoothly: organizing spend, managing vendor relationships, renewing contracts on time, and ensuring helpdesk operations run without interruption. You'll work closely with the Lead IT Program Manager and partner across Platform, Infrastructure, Security, AI, and IT Services to make sure nothing falls through the cracks.

This role sits close to the center of how the IT department operates, giving you direct exposure to vendor strategy, budget decisions, and department-wide process improvement while reporting to the Lead IT Program Manager. It's a good fit for someone organized, detail-oriented, and motivated to make a department run better, with real room to build a foundation in IT operations and vendor management as the team grows.

Compensation

CAD $45,000–$55,000

Vacancy Status: This is a new position and an exciting opportunity to join our team in a key role with immediate availability.

Hybrid Schedule

First week new hire training will be 3-5 days in office, then once per week in office on Thursdays.

Office Location

Richmond Hill, ON L4B 1J2

What You'll Do:

• Maintain an accurate inventory of IT vendors, subscriptions, licenses, and contracts
• Track renewal dates and flag upcoming deadlines to avoid lapses or unwanted auto-renewals
• Support vendor due diligence, including pricing comparisons, reference checks, and basic risk review
• Review contracts ahead of renewal, summarizing key terms, pricing changes, and red flags for stakeholders
• Track IT department spend against budget, reconciling invoices, purchase orders, and subscription costs
• Flag discrepancies or unexpected charges for follow-up
• Monitor helpdesk ticket queues for aging, mislabeling, or stalled tickets
• Coordinate with IT Services to ensure SLAs and response-time standards are met
• Support administrative and operational tasks across the IT portfolio
• Create and maintain documentation, trackers, and dashboards
• Coordinate cross-team logistics, including meetings, follow-ups, and action item tracking
• Take on ad hoc operational projects as department needs evolve

What You Bring

• 2-4 years of experience in IT operations, administrative, business operations, or a coordinator role
• Strong organizational skills, with comfort managing multiple trackers, deadlines, and stakeholders at once
• Clear written and verbal communication
• Comfort working with all levels of an organization
• A proactive, detail-oriented mindset — you notice when something's about to slip and flag it before it does
• Ability to work cross-functionally with technical and non-technical teams

Nice to Have

• Familiarity with JIRA or similar ticketing/project tracking tools
• Exposure to vendor management, procurement, or contract due diligence

What We Do:

Smart Circle Internationalis a leading broker of outsourced sales and customer acquisition services. We help clients and independently owned and operated sales companies grow together through versatile in-person marketing and sales campaigns inside retailers, businesses and through door-to-door canvassing. Smart Circle operates from two locations: our headquarters in Newport Beach, California, and an office in Toronto, Ontario. Visit smartcircle.com to learn more!

Why You’ll Love It Here:

Smart Circle is committed to cultivating an environment that sparks curiosity, encourages bold thinking, and supports continuous development. We believe people thrive when they’re in roles that align with their strengths and ambitions, so we make space for individuals to stretch and explore new possibilities. Your next move matters so if you're looking for a place where ambition is celebrated and growth is tangible, Smart Circle may be the place for you!

Total Rewards:

• Full-time positions qualify for a benefits package that includes vacation, sick leave, paid holidays, medical, dental, vision and Basic Life insurance.
• Smart Circle also offers an employee referral program, opportunities for team building, growth, and development.
• Team members have on-demand access to an LMS with a variety of courses to further their professional and personal development.

Equal Opportunity Employer:

Smart Circle is an Equal Opportunity Employer, committed to building a workplace where every individual is valued, respected, and empowered to grow, regardless of background or identity.

We recruit, hire, evaluate, and promote based on talent and potential, without regard to race, color, national origin, age, sex, disability status, or any other protected characteristic under state or federal law. Discrimination or harassment of any kind has no place here, and we expect every team member to uphold a culture of dignity and respect.