Operations Coordinator

Hallmark Housekeeping Services Inc.; Vancouver; Vor Ort; CAD 55.000 - 62.000; Vollzeit

Benefits dieser Stelle

Comprehensive health benefits package

Retirement savings plan

Zusammenfassung

Hallmark Housekeeping Services Inc. is seeking an organized Operations Coordinator to support the BC operations team from our Vancouver office.

This full-time, in-office role reports to the Director, Operations (BC) and collaborates with Operations Managers and Head Office to keep quotations, work orders, site documentation, and client reporting running smoothly. Responsibilities include preparing quotes, maintaining pricing, updating schedules, supporting QA, billing in the Hallmark App, and

Qualifikationen

• Experience in operations, administration, or coordination within janitorial, facilities, property management or service industries is a strong asset.
• Strong proficiency with Microsoft Office (Excel, Word, Outlook) and ability to learn new software quickly.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills in English, with a professional and service-oriented manner toward clients and colleagues.
• Sound judgment and discretion when handling confidential information.
• Ability to work independently and as part of a team across operations, finance, and administrative functions.

Aufgaben

• Prepare customer quotations, work orders, notices, and rate increase letters, and maintain current pricing on service templates.
• Collaborate with Operations Managers and site leaders to develop and update job descriptions, cleaning schedules, and periodic work schedules.
• Support the quality assurance program by preparing inspection schedules, logging results, and tracking corrective actions.
• Maintain account and billing information in the Hallmark App, including site setup, changes, and client approvals.
• Coordinate security clearances and background checks for site staff and track client-mandated clearances.
• Compile bi-weekly billing and subcontractor reports for the region and submit to Head Office on schedule.
• Assist with supply chain tasks, follow up on supply orders, reconcile vendor invoices, and handle client requests.
• Gather data and prepare KPI and contract compliance reports for client agreements.
• Attend client and internal meetings, record minutes, and follow up on action items.
• Support new site mobilizations, including site binders, account setup, and staff applications.
• Assist with RFP responses and building certification documentation (BOMA BEST, LEED, WELL).
• Provide general administrative support to the BC operations team and cover reception as required.

Kenntnisse

Organizational skills

Communication

Attention to detail

Multitasking

Independent worker

Team collaboration

Ausbildung

Post-secondary education in business administration/operations

Tools

Microsoft Office

Excel

Word

Outlook

Jobbeschreibung

• Competitive compensation ($55,000 to $62,000)
• comprehensive health benefits package
• retirement savings plan
• Apply by October 30, 2026

About Hallmark

Hallmark Housekeeping Services Inc. is Canada’s premium janitorial partner, and an industry leader in sustainable and innovative solutions. Our focus is to serve our customers by providing a consistent and superior service in an economical, safe, and environmentally responsible manner. Since our inception in 1977, we have remained focused on being an employer of choice, by fostering an engaging organizational culture, and prioritizing the well‑being of all members of our team.

Position Summary

Hallmark is seeking an organized and detail‑oriented Operations Coordinator to support the BC operations team from our Vancouver office. Reporting directly to the Director, Operations (BC), and working with the Operations Managers and Head Office, the Operations Coordinator keeps the administrative side of our janitorial operations running smoothly: quotations and work orders, site documentation, staff clearances, billing inputs, supply follow‑up, and client reporting. This is an excellent opportunity for someone who enjoys bringing order to a busy, multi‑site service operation and wants to grow within a national company. This is a full‑time, in‑office position based at our Vancouver office. Remote or hybrid work is not available for this role.

The responsibilities of this position include:

• Prepare customer quotations, work orders, additional service notices, and rate increase letters, and maintain current pricing on service templates
• Work with Operations Managers and site leaders to develop and update job descriptions, cleaning schedules, and periodic work schedules
• Support the quality assurance program, including preparing inspection schedules, logging inspection results, and tracking corrective actions
• Maintain account and billing information on the Hallmark App, including new site setup, management changeovers, and client approval workflows
• Coordinate security clearances and background checks for site staff, and maintain the tracking log for client‑mandated clearances
• Compile bi‑weekly extra billing and subcontractor reports for the region and submit them to Head Office on schedule
• Assist with supply chain tasks, including following up on supply orders, reconciling vendor invoices, and sourcing client special requests
• Gather data and complete KPI and contract compliance reports as required by client agreements
• Attend client and internal meetings, record minutes, and follow up on action items
• Support new site mobilizations, including preparing site binders, setting up accounts, and verifying staff applications
• Assist with the technical sections of RFP responses and with building certification documentation (BOMA BEST, LEED, WELL)
• Provide general administrative support to the BC operations team and cover reception as required

Qualifications

In addition to having considerable experience working in the janitorial or facilities services industry, the ideal candidate should possess the following qualifications and skills:

• One to three years of experience in an operations, administrative, or coordination role; experience in janitorial, facilities, property management, or another service industry is a strong asset
• Strong proficiency in Microsoft Office, particularly Excel, Word, and Outlook, with the ability to learn operational software quickly
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines in a fast‑paced environment
• Strong written and verbal communication skills in English, with a professional and service‑oriented manner toward clients and colleagues
• Sound judgment and discretion when handling confidential employee and client information
• Ability to work independently and as part of a team across operations, finance, and administrative functions
• Post‑secondary education in business administration, operations, or a related field is an asset
• Valid British Columbia Class 5 driver’s licence is an asset
• Willingness to complete a criminal record check and any client‑mandated site clearance