Operations Manager

NAV43; Toronto; On-site; CAD 65,000 - 85,000; Part time

Job summary

A forward-thinking company in Toronto is looking for a detail-oriented Operations Manager on a 14-month contract. This role involves overseeing daily operations, managing projects across teams, and ensuring financial and administrative processes run smoothly. The ideal candidate has 5-7+ years in operations and project management with excellent communication and organizational skills.

Benefits

Collaborative team environment

Exposure to high-level strategy

Meaningful operational improvements

Employee Benefits

Possibility for full-time employment

Qualifications

• 5-7+ years of experience in operations, project management, or a similar role.
• Experience in managing vendors and internal workflows.
• Excellent organizational, communication, and time management skills.

Responsibilities

• Manage day-to-day operations and support internal teams.
• Oversee departmental budgets and project coordination.
• Handle onboarding and offboarding processes for employees.

Skills

Operations management

Project management

Vendor management

Organizational skills

Communication skills

Time management

Adaptability

Problem-solving

Tools

ClickUp

HubSpot

Google Workspace

Rippling

Slack

Job description

Overview

We’re looking for a detail-oriented and proactive Operations Manager to join our team on a 14-month contract to cover maternity leave. In this role, you’ll be responsible for managing the day-to-day operations of the organization, supporting internal teams, and driving operational efficiencies across departments. You’ll play a key role in ensuring our internal systems and workflows run smoothly while supporting leadership with strategic execution.

Responsibilities

Budgeting

• Collect and organize monthly and quarterly departmental budgets - Gather budget projections from each department lead, ensuring submissions are consistent, complete, and received on time for planning.
• Send weekly, mid-month, and final budget summaries - Communicate regularly with department leads by sending updates on budget usage, highlighting variances, and ensuring teams stay aligned with financial targets.

Project Coordination

• Join and help run weekly and monthly team meetings - Attend and facilitate weekly check-ins with key teams (e.g., Delivery, SEO, Paid Media) to track progress and identify blockers across client accounts.
• Track and ensure task completion across all departments - Monitor project boards in ClickUp to confirm all client deliverables are assigned, on track, and completed within the expected timelines.
• Manage and support the internal Project Coordinator - Oversee the performance and workload of the Project Coordinator (e.g., Brian). Create tasks for them, provide support, and act as their main point of contact for questions.
• Monitor sprint completion and weekly time tracking - Ensure all staff and contractors are completing weekly sprints, logging time accurately, and adhering to due dates and team workflows.

Finance

• Accounts Receivable (AR) - Generate and send client invoices within HubSpot and lead AR follow-ups
• Accounts Payable (AP) - Review and approve contractor invoices, ensure AP is paid on time and be the main point of contact for AP inquiries

IT & Procurement

• Manage company tool access - Add and remove users from various software platforms (e.g., ClickUp, Google Workspace, Slack, HubSpot, etc.), ensuring proper permissions and security protocols are followed. Perform user audits quarterly to validate active users and eliminate unnecessary accounts.
• Coordinate software procurement and manage supply requests - Facilitate the purchasing of software licenses, subscriptions, or physical supplies requested by staff, ensuring all purchases are tracked, approved, and within budget.
• Maintain processes for evaluating and onboarding new tools - Work with relevant departments to assess tool needs, gather requirements, run demos, and document approval processes. Create and maintain SOPs for implementing and onboarding new platforms.

Human Resources

• Manage onboarding and offboarding processes for employees and contractors - Coordinate pre-start setup, tool access, documentation, and training schedules for new hires. Ensure a structured offboarding process, including revoking access, conducting exit checklists, and collecting feedback.
• Support recruitment - Assist with posting roles, scheduling interviews, tracking applicants, and communicating with candidates during the hiring process.
• Maintain Company Policies - Ensure internal HR and operational policies are current, legally compliant, and accessible to the team. Work with leadership to revise policies when needed.
• Manage HRIS System - Keep employee records accurate and up-to-date in Rippling, manage new hire workflows, time-off requests, and any changes related to employee status.

Qualifications & Skills

• 5-7+ years of experience in operations, project management, or a similar role
• Experience in an agency environment
• Experience managing vendors and/or third-party platforms
• Experience managing internal workflows and cross-functional teams
• Excellent organizational, communication, and time management skills
• Proficiency in tools like ClickUp, HubSpot, Google Workspace, Rippling (or HRIS equivalent) and Slack
• Ability to adapt quickly, prioritize tasks, and problem-solve in a dynamic environment
• Self-starter who can work independently and take ownership of deliverables

Why Work With Us

• Collaborative, forward-thinking team environment
• Exposure to multiple departments and high-level strategy
• Opportunity to contribute to meaningful operational improvements
• Employee Benefits
• Possibility for full-time employment