Operations Coordinator

Job Mobz; Toronto; On-site; CAD 45,000 - 65,000; Full time

Job summary

A consulting firm in Toronto is looking for an Operations Assistant / Coordinator to manage daily operations, including reporting, expense management, and documentation. The ideal candidate should have 4-5 years of experience in business operations, proficient with financial tools, and possess strong organizational skills. This full-time position requires no remote work.

Qualifications

• 4-5 years of experience in business operations, finance coordination, or bookkeeping support.
• Working knowledge of invoicing, reconciliations, and financial tracking.
• Strong organization and follow-through with attention to detail.
• Clear written communication and ability to manage multiple priorities.
• Comfortable working remotely and asynchronously with global teams.

Responsibilities

• Prepare and send weekly customer and project status reports.
• Track credit usage, time reporting, and project milestones.
• Assist with receipt tracking, expense reports, and vendor invoices.
• Support monthly reconciliations between project data and invoicing.
• Maintain operational documentation and templates up to date.

Skills

Six Sigma

Lean

Management Experience

Process Improvement

Analysis Skills

Operations Management

Leadership Experience

Tools

QuickBooks

Microsoft 365

Job description

Overview

Our client is looking for an Operations Assistant / Coordinator to support the daily operations that keep them running smoothly from customer reporting and finance tracking to internal process organization. The organization designs, builds, and maintains reliable systems using open‑source software. They are looking for an Operations Assistant / Coordinator to support the daily operations that keep the company running smoothly from customer reporting and finance tracking to internal process organization.

Role Overview

This role ensures that operational workflows run efficiently and on schedule. You\'ll handle document management, weekly customer and project reporting, credit usage tracking, and expense management while helping maintain the accuracy of our operational systems.

You\'ll work closely with leadership, engineering, and finance, supporting a growing team that values precision, clarity, and continuous improvement.

Key Responsibilities

• Prepare and send weekly customer and project status reports.
• Track credit usage, time reporting, and project milestones.
• Assist with receipt tracking, expense reports, and vendor invoices.
• Maintain dashboards and trackers in Toggl and Excel.
• Support monthly reconciliations between project data and invoicing.
• Keep operational documentation and templates up to date.
• Coordinate cross‑team updates to ensure consistent project and financial data.
• Identify small process or automation improvements to reduce manual work.
• Support accounts receivable and payable; prepare and issue invoices; process vendor payments; and assist with reconciliations.
• Track and categorize receipts, employee expenses, and reimbursements.
• Maintain monthly financial summaries and ensure project credits and hours align with invoicing.
• Liaise with the finance and leadership teams to prepare billing and reporting data.

Qualifications

• 4-5 years of experience in business operations, finance coordination, or bookkeeping support.
• Working knowledge of invoicing, reconciliations, and financial tracking.
• Familiarity with accounting or expense tools (e.g., QuickBooks, Wave, or Xero) is an asset.
• Strong organization and follow‑through with attention to detail.
• Proficiency with spreadsheets and project tools (e.g., Microsoft 365 / SharePoint).
• Clear written communication and ability to manage multiple priorities.
• Comfortable working remotely and asynchronously with global teams.
• Experience in a technical or services environment is an asset.

Success in This Role

• Reports and dashboards are accurate, timely, and consistent.
• Operational and financial data align across systems.
• Teams receive clear updates without needing to chase information.
• Internal processes are documented and easy to repeat.
• Continuously improve processes and increase efficiency.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Remote Work : No

Employment Type : Full-time

Key Skills

Six Sigma, Lean, Management Experience, Process Improvement, Microsoft Outlook, Analysis Skills, Warehouse Management System, Operations Management, Kaizen, Leadership Experience, Supervising Experience, Retail Management

Experience : years

Vacancy : 1