HR & Operations Coordinator

This role begins as a part-time position (20 hours per week), with a clear pathway to full-time for the right candidate. As the business grows, there will be opportunities to take on additional responsibilities and gain experience across departments such as Human Resources, Operations, Customer Service, Quality, and Materials Handling. This is an excellent opportunity for someone eager to grow and build a long-term career within the organization.

There is some flexibility to discuss if mornings or afternoons would work best, with the intent that this position would work the Part-Time hours spread across each day from Monday-Friday each week.

Position Summary:

The HR & Operations Coordinator supports the organization by assisting multiple departments that experience fluctuating workloads, are in growth phases without sufficient volume to justify additional headcount, or require coverage during employee absences. This role is essential in maintaining continuity and operational efficiency across the business. To succeed, the HR & Operations Coordinator must demonstrate strong organizational and time management skills, with the ability to effectively balance competing priorities and meet deadlines.

Core responsibilities are primarily administrative. However, as business needs evolve, the Director of Human Resources may assign administrative tasks across various functions, including Human Resources, Customer Service, Administration, Quality, Operations and Material Handling. By supporting these areas, the HR & Operations Coordinator enables team members to focus on their primary responsibilities, improving overall efficiency.

Additionally, this role contributes to cross-functional projects, events and initiatives, helping foster a collaborative and productive work environment.

Position Qualifications:

Education & Knowledge

• A post-secondary degree, diploma or equivalent experience in business, finance, HR, customer service or administration (preferred)
• Courses in Microsoft Excel, or other programs (asset)

Skills

• Self-starter, proactive and able to work independently with minimal supervision
• Excellent communication and phone skills
• Detail oriented with proven track record of accuracy
• Strong customer service skills and mindset
• Perform efficiently in fast paced environment
• Highly organized, able to handle multiple tasks while being effective with time management
• High degree of personal accountability, owning and correcting mistakes to minimize impact
• Strong collaboration and teamwork skills
• Demonstrates flexibility by shifting efforts to match competing priorities
• Analytical and problem solving mindset
• Exposure to expense management (preferred)
• De-escalation techniques (asset)
• Proficient in Microsoft Office Programs (Intermediate level)
• Proficient in Adobe Pro or other PDF readers
• Hubspot or another CRM Database
• Smartsheet, OneNote, SharePoint, PowerBi (asset)

Experience

• 1-2 years administrative / customer service experience (preferred)
• Hubspot (asset)
• Smartsheet (asset)

Responsibilities:

Administrative Support Duties

• Complete tasks such as Work Orders and Pick lists daily, to keep with flow for operational needs
• Maintain full CRM functionality with all aspects of the sales process, using CRM as the primary mode of information management, database compilation and campaign generation
• Manage office supplies and inventory, ensuring adequate stock levels
• Complete month end sales reports and monthly dealer gap analysis
• Enter warranty registrations and cable certifications into our database
• Organize and execute company events and special projects
• Manage multiple inboxes
• Maintain and update databases, records and filing systems
• Create, maintain and update processes as required
• Collect data as required to support sales forecasting and other initiatives
• Back up for monthly credit card reconciliations
• Back up on IT requests and dispatching them to our IT provider

Office Management

• Maintain an organized and tidy office environment
• Manage office supplies and inventory, ensuring adequate stock levels
• Work with purchasing to manage services with facilities and other external service providers

Reception & Communication

• Serve as the first point of contact for visitors, clients and employees
• Effectively de-escalate challenging situations with customers or internal teams by listening, acknowledging concerns, and offering constructive solutions
• Answer and direct phone calls, take messages and handle inquiries
• Manage incoming and outgoing mail and packages
• Draft and respond to emails and other correspondence
• Demonstrate ingenuity in troubleshooting customer issues

Other Duties

• Support other departments as needed
• Perform other duties as assigned by the Leader