Operations Coordinator

POWERGROUP Resources; City of Norwich (NY); On-site; USD 42,000 - 53,000; Full time

Job summary

Office Works is seeking an organized Operations Coordinator to support our growing business services team. This role blends administrative responsibilities with client service, quoting, purchasing, billing support, and project coordination.

The ideal candidate does not need to be an IT technician but should be comfortable learning technical terminology and translating technical information into clear, professional client-facing proposals and communications. This is not a basic clerical position.

Qualifications

• Prior experience in office administration or operations coordination.
• Ability to translate technical information into client-facing proposals.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft 365 apps including Outlook, Word, Excel, and Teams.
• Legally eligible to work in Canada.

Responsibilities

• Administrative & Operational Support: manage calls, emails, and service requests.
• Quoting & Proposal Coordination: prepare client-facing quotes and proposals.
• Billing & Contract Administration: support recurring billing and invoicing processes.
• Project Coordination: track timelines, milestones, and communications.
• Client Communication & Customer Service: provide professional updates to clients.

Skills

Highly organized

Professional communicator

Self-motivated

Independent worker

Strong initiative

Tools

Microsoft 365

Job description

Office Works is a leading provider of office furniture, supplies, business technology solutions, and managed services for clients across Ontario. We are committed to delivering exceptional service and innovative solutions that help businesses operate efficiently. As an Operations Coordinator, you will play a pivotal role in ensuring seamless day-to-day operations and supporting our clients, vendors, and internal teams.

Office Works is seeking a highly organized Operations Coordinator to support our growing business services team. This role combines administrative responsibilities with client service, quoting, purchasing, billing support, and project coordination. The ideal candidate does not need to be an IT technician but should be comfortable learning technical terminology and translating technical information into clear, professional client-facing proposals and communications.

This is not a basic clerical position. The ideal candidate will take ownership of administrative and operational responsibilities, proactively manage priorities, and help reduce leadership overload by keeping office operations organized and on trackKey responsibilities include:

Administrative & Operational Support

• Manage incoming calls, emails, and service requests
• Coordinate schedules, appointments, meetings, and follow-up activities
• Maintain customer records, files, and operational documentation
• Assist with reporting, administrative tracking, and process management
• Support day-to-day business operations and organizational efficiency

Quoting & Proposal Coordination

• Review supplier, vendor, and subcontractor quotations
• Prepare professional client-facing quotes, proposals, and recommendations
• Assist with quotations for office furniture, office supplies, technology products, and managed services
• Track and follow up on outstanding quotations and sales opportunities
• Ensure documentation is accurate, complete, and professionally presented

Billing & Contract Administration

• Assist with recurring billing for managed services and subscriptions
• Review vendor invoices for accuracy and completeness
• Track service agreements, warranties, renewals, contracts, and licensing requirements
• Support invoicing processes and help ensure services delivered align with customer billing

Project Coordination

• Coordinate activities between Office Works, clients, vendors, and subcontractors
• Track project timelines, milestones, deliverables, and outstanding action items
• Maintain project documentation and provide status updates as required
• Assist with procurement, purchasing, order management, and project logistics
• Help ensure projects remain organized, on schedule, and properly communicated

Client Communication & Customer Service

• Serve as a professional point of contact for clients and business partners
• Communicate project updates, order status information, and service-related communications
• Build positive client relationships through responsive and organized customer service
• Assist in resolving issues by coordinating communication between stakeholders

Ideal Candidate

• Highly organized and detail-oriented
• Professional and confident communicator
• Self-motivated with strong initiative
• Comfortable working independently while coordinating with multiple stakeholders
• Strong problem-solving and critical-thinking abilities
• Able to prioritize competing demands and manage multiple projects simultaneously
• Eager to learn new products, services, systems, and processes
• Interested in long-term growth and development within the company

• Previous experience in office administration, operations coordination, project coordination, business support, or a related role
• Strong organizational and time-management skills
• High attention to detail and excellent follow-through
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines simultaneously
• Comfortable learning technical terminology and communicating technical information in a clear, professional manner
• Proficiency with Microsoft 365 applications including Outlook, Word, Excel, and Teams
• Experience preparing quotations, proposals, or customer-facing documentation is considered an asset
• Experience working in an IT, technology, office furniture, construction, or professional services environment is considered an asset
• Must be legally eligible to work in Canada
• Fluent in English

Success in This Role

After 12 months, the successful candidate will:

• Independently prepare and manage client quotations and proposals
• Coordinate projects effectively between clients, vendors, and subcontractors
• Support accurate billing of recurring and project-based services
• Reduce administrative workload for management and leadership
• Maintain organized project documentation and operational processes
• Help deliver a consistent, professional, and positive client experience

Preferred Qualifications:

• Experience handling customer or vendor issues and escalations professionally
• Experience with frequent client and vendor communication via email and phone
• Strong organizational skills and ability to multitask
• Interest in long‑term growth and development within the company

• 60k-75k annually
• Full time position
• Monday-Friday Schedule
• Occasional flexibility may be required based on operational needs