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Open nowPosted 32 days ago

Operations Administrator

tridel4 open roles

Where
4800 Dufferin St, North York, ON M3H 5T3, Canada
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Your applicationOpen nowOperations Administratortridel · 4800 Dufferin St, North York, ON M3H 5T3, Canada

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  2. 3.4%3 days
  3. 7.8%7 days
  4. 14.3%14 days
  5. 33.7%30 days
This job: posted 32 days ago

The posting

Position Summary The Operations Administrator plays a critical role in supporting the company's day-to-day operational and administrative functions. This position is responsible for coordinating relief staffing, maintaining site communications, supporting compliance and licensing activities, managing operational reporting, and ensuring the accuracy of business records across multiple systems. Working closely with Operations, People & Culture, Finance, and Business Development teams, the Operations Administrator helps drive operational excellence through effective coordination, administration, communication, and process support. The ideal candidate is highly organized, detail-oriented, service-focused, and capable of managing competing priorities in a fast-paced environment.

Key Responsibilities Operational Administration

Maintain and update SharePoint with staffing, operational, project, and reporting data to ensure real-time visibility and accuracy. Prepare and distribute weekly staffing coverage updates to District Managers and external staffing partners. Participate in bi-weekly operations meetings and capture operational updates, action items, and decisions. Prepare, distribute, and maintain meeting minutes and related documentation. Provide general administrative support to operational leadership and management teams. Support special projects, process improvement initiatives, and system enhancements. Coordinate monthly courier services, including packing, handling, and distribution requirements for operational sites. Submit employee business card requests and coordinate delivery upon receipt. Prepare and distribute New Director Handbooks. Assemble and distribute Board Meeting Packages to Board Members and District Managers within established timelines. Coordinate monthly virtual Company Management Meetings (CMMs), including scheduling, agenda preparation, logistics support, and distribution of meeting materials.

Workforce Coordination & Site Support

Coordinate relief staffing assignments, redeployments, and urgent staffing requirements. Track vacation coverage requirements and ensure adequate staffing resources are assigned. Communicate staffing coverage plans with District Managers, Operational Managers, and executive stakeholders. Review, approve, and upload relief staff hours in Dayforce. Collaborate with Payroll and Human Resources to ensure timely and accurate employee compensation.

Business Development & Client Support

Assist in responding to Requests for Proposals (RFPs) by gathering operational, staffing, licensing, and organizational information. Prepare, format, and distribute client proposals in partnership with Operations and Business Development teams. Coordinate virtual meetings with prospective clients, stakeholders, and internal teams. Maintain proposal records, supporting documentation, and bid submission tracking. Support business development initiatives through accurate recordkeeping, communication, and administrative coordination.

Systems Administration

Create and maintain relief staff schedules within Dayforce. Process and approve employee hours as required. Maintain operational files, meeting records, project documentation, staffing reports, and proposal trackers within SharePoint. Update licensing information within the CMRAO Public Registry. Input chargeback and invoice-related information into finance systems and billing portals. Manage communications, meeting coordination, and organizational records through Outlook, Microsoft Teams, and shared drives.

Data Management & Reporting

Maintain accurate chargeback records for reporting, auditing, and billing purposes. Update and maintain Project Data Sheets and operational tracking documents. Track and report staffing-related metrics and operational information. Ensure data integrity across multiple business systems and databases.

Compliance & Licensing Administration

Manage CMRAO Public Registry updates relating to DPM hires, terminations, and licence renewals. Conduct annual follow-ups with limited and general licence holders. Review, track, approve, and maintain licensing documentation within Dayforce and related systems. Ensure compliance records are current, accurate, and audit-ready.

Office & Facilities Support

Retrieve, sort, and distribute incoming mail and courier deliveries. Provide occasional reception coverage during scheduled breaks. Welcome visitors, answer incoming calls, and support front desk operations. Monitor and replenish office kitchen supplies and consumables. Coordinate boardroom bookings and scheduling. Assist with boardroom setup and teardown for meetings, training sessions, and corporate events. Maintain mailroom and printer supplies, including paper, ink, and toner inventory.

Qualifications & Experience Required Qualifications

Minimum 3 years of experience in administrative support, workforce scheduling, operations coordination, or a related role. Experience working with business systems such as Dayforce, SharePoint, Yardi, Conduit, or similar enterprise platforms. Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment. Strong organizational and time-management skills with exceptional attention to detail. Excellent verbal and written communication skills. Strong interpersonal skills and ability to collaborate effectively across departments. Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

Preferred Qualifications

Experience within property management, security services, facilities management, or a service-based industry. Experience supporting proposal development, client communications, and business development initiatives. Knowledge of workforce scheduling, payroll processes, and licensing administration.

Core Competencies

Organization and Planning Attention to Detail Communication and Relationship Building Problem Solving Time Management Confidentiality and Professionalism Customer Service Orientation Accountability and Reliability Adaptability and Flexibility Process Improvement Mindset

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