Operations Administrative Coordinator

Job Location:

London - Canada

Yearly Salary: CAD 60000 - 65000

Posted on: 21 hours ago

Vacancies: 1 Vacancy

Job Summary

About the Role

Strik Baldinelli Moniz Ltd. (SBM) is seeking an Operations Administrative Coordinator to support the day-to-day administration coordination reporting and operational workflows of our Operations Department.

This role provides critical operational and project administration support across multiple technical divisions helping teams maintain consistency organization and visibility across project delivery forecasting reporting and departmental initiatives.

Working closely with Division Managers Project Leads divisional administrative assistants and departmental leadership the successful candidate will act as a key operational support resource for the department helping maintain efficient workflows accurate reporting and strong coordination across teams.

This role will also help coordinate administrative processes and workflow consistency across the Operations Department providing guidance support and coordination to divisional administrative staff while helping maintain standardized practices across teams.

The ideal candidate is highly organized detail-oriented technically proficient and comfortable managing multiple priorities in a fast-paced professional environment.

Duties and Responsibilities:

New Project Set-Up & Project Management Support

Support project initiation and setup activities within Deltek Vantagepoint.
Create and maintain project records folder structures Microsoft Teams channels and internal project tracking documentation.
Assist Project Leads with inputting project budgets schedules and setup information.
Maintain departmental master project lists and related coordination records.
Track compliance with key project lifecycle milestones including kick-off meetings coordination reviews debriefs and project close-out activities.
Follow up with Project Leads and project teams to support timely completion of required project administration tasks.
Provide administrative support to project teams including document management application forms formatting coordination and general project administration activities.

Revenue Forecast Administration

Administer and maintain departmental workload and revenue forecasting within Deltek Vantagepoint.
Coordinate with Division Managers and Project Leads to collect update and validate forecasting information.
Support backlog tracking forecasting cycles and operational planning activities.
Maintain forecasting data consistency and reporting accuracy across divisions.
Prepare forecast-related reporting and summaries for departmental leadership.

Submittals Administration

Coordinate and administer construction submittals using Microsoft Planner and related tracking tools.
Receive log assign and track submittals to appropriate team members for review.
Monitor submittal timelines and follow up with project teams to support timely completion.
Maintain accurate documentation status tracking and version control of submittals.
Perform spot checks to ensure submittal documentation aligns with SBM standards and project requirements.

Vantagepoint Power User for Operations

Serve as a member of SBMs Vantagepoint Power User group.
Act as a departmental resource for Deltek Vantagepoint administration troubleshooting and user support.
Help maintain data consistency accuracy and process compliance across the Operations Department.
Assist with development and continuous improvement of departmental workflows templates and reporting processes.

Departmental and Divisional Reporting

Prepare and maintain departmental and divisional operational reports dashboards and tracking tools.
Consolidate and analyze operational data related to utilization backlog forecasting staffing and project performance.
Support leadership reporting and operational planning activities through timely and accurate reporting outputs.
Help maintain consistency in reporting processes templates and metrics across divisions.

Operations Department Support

Support Operations Department Rocks initiatives and continuous improvement efforts.
Maintain department-level work instructions process documentation and training materials.
Coordinate departmental training sessions and administrative onboarding activities.
Help maintain consistency in administrative processes workflows reporting standards and project coordination practices across divisions.
Provide coordination guidance and support to divisional administrative assistants to help ensure alignment and consistency across the Operations Department.
Provide administrative surge support to divisional administrative assistants as required.
Assist with general departmental organization and administrative coordination activities.

Qualifications & Skills

4 - 6 years of experience in project administration operational coordination or administrative support within a professional services environment.
College diploma in Business Administration Office Administration Project Administration or a related field considered an asset.
Experience supporting engineering consulting construction or other project-based professional services teams preferred.
Strong organizational and time-management skills with the ability to manage multiple priorities deadlines and competing requests.
Strong attention to detail and ability to maintain accuracy across large volumes of project operational and reporting data.
Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and disciplines.
Advanced proficiency in Microsoft Office Suite particularly Excel Word Teams and Outlook.
Experience working with ERP project management or workflow management systems required; experience with Deltek Vantagepoint considered a strong asset.
Experience with operational reporting forecasting coordination project tracking or data administration considered an asset.
Comfortable working with structured processes standardized workflows and departmental reporting systems.
Demonstrated ability to troubleshoot issues identify process improvements and support continuous improvement initiatives.
Ability to work independently exercise sound judgment and maintain confidentiality when handling sensitive operational or financial information.
Deep understanding of SBM project structures workflows and operational processes will be considered a strong asset for internal candidates.
Demonstrated ability to support and embody SBMs core values.

What We Offer:

This is a contract position until July 2027. At SBM we prioritize a positive work culture believing that strong relationships with our employees lead to exceptional customer service and outstanding results for our clients. The salary range for this position is $60000 to $65000 annually.

Enjoy a balanced 40-hour work week of 8:00 am-5:00 pm Monday-Thursday and an early finish at 2:30 pm on Fridays. Join us in an environment where collaboration support and personal growth are at the heart of everything we do.

Employees Also Enjoy:

Health Benefits Plan
Paid Overtime
Paid Sick Days
Flex Time
Engaging work environment
Opportunity to build great relationships
Career Growth and Development
Regular Social and Team Buildings Events
Passionate and enthusiastic team that encourages growth

To Apply:

All qualified applicants should apply through our online application system.
References are to be made available upon our request.

SBM is an equal opportunity employer. All suitably qualified applicants will receive consideration for employment in accordance with relevant governing laws. We thank all applicants but only those selected for an interview will be contacted. Throughout the selection process accommodations for applicants with disabilities are available upon request. If required please notify SBM.

SBM utilizes third-party recruitment software to source screen and track applicants which may incorporate AI-enabled features however employment decisions are made by SBM using human judgment.

Posting Close: Open until filled
Position: New position
Reports To: Director of Operations
Location: London onsite
Duration: Up to 12-month contract until July 16th 2027
Compensation: $60000 to $65000 annually
Contract Completion Bonus: 5% of salary paid upon contract completion

Required Experience:

Manager

About the RoleStrik Baldinelli Moniz Ltd. (SBM) is seeking an Operations Administrative Coordinator to support the day-to-day administration coordination reporting and operational workflows of our Operations Department.This role provides critical operational and project administration support across...

Support project initiation and setup activities within Deltek Vantagepoint.
Create and maintain project records folder structures Microsoft Teams channels and internal project tracking documentation.
Assist Project Leads with inputting project budgets schedules and setup information.
Maintain departmental master project lists and related coordination records.
Track compliance with key project lifecycle milestones including kick-off meetings coordination reviews debriefs and project close-out activities.
Follow up with Project Leads and project teams to support timely completion of required project administration tasks.
Provide administrative support to project teams including document management application forms formatting coordination and general project administration activities.

Revenue Forecast Administration

Administer and maintain departmental workload and revenue forecasting within Deltek Vantagepoint.
Coordinate with Division Managers and Project Leads to collect update and validate forecasting information.
Support backlog tracking forecasting cycles and operational planning activities.
Maintain forecasting data consistency and reporting accuracy across divisions.
Prepare forecast-related reporting and summaries for departmental leadership.

Submittals Administration

Coordinate and administer construction submittals using Microsoft Planner and related tracking tools.
Receive log assign and track submittals to appropriate team members for review.
Monitor submittal timelines and follow up with project teams to support timely completion.
Maintain accurate documentation status tracking and version control of submittals.
Perform spot checks to ensure submittal documentation aligns with SBM standards and project requirements.

Vantagepoint Power User for Operations

Serve as a member of SBMs Vantagepoint Power User group.
Act as a departmental resource for Deltek Vantagepoint administration troubleshooting and user support.
Help maintain data consistency accuracy and process compliance across the Operations Department.
Assist with development and continuous improvement of departmental workflows templates and reporting processes.

Departmental and Divisional Reporting

Prepare and maintain departmental and divisional operational reports dashboards and tracking tools.
Consolidate and analyze operational data related to utilization backlog forecasting staffing and project performance.
Support leadership reporting and operational planning activities through timely and accurate reporting outputs.
Help maintain consistency in reporting processes templates and metrics across divisions.

Operations Department Support

Support Operations Department Rocks initiatives and continuous improvement efforts.
Maintain department-level work instructions process documentation and training materials.
Coordinate departmental training sessions and administrative onboarding activities.
Help maintain consistency in administrative processes workflows reporting standards and project coordination practices across divisions.
Provide coordination guidance and support to divisional administrative assistants to help ensure alignment and consistency across the Operations Department.
Provide administrative surge support to divisional administrative assistants as required.
Assist with general departmental organization and administrative coordination activities.

Qualifications & Skills

4 - 6 years of experience in project administration operational coordination or administrative support within a professional services environment.
College diploma in Business Administration Office Administration Project Administration or a related field considered an asset.
Experience supporting engineering consulting construction or other project-based professional services teams preferred.
Strong organizational and time-management skills with the ability to manage multiple priorities deadlines and competing requests.
Strong attention to detail and ability to maintain accuracy across large volumes of project operational and reporting data.
Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and disciplines.
Advanced proficiency in Microsoft Office Suite particularly Excel Word Teams and Outlook.
Experience working with ERP project management or workflow management systems required; experience with Deltek Vantagepoint considered a strong asset.
Experience with operational reporting forecasting coordination project tracking or data administration considered an asset.
Comfortable working with structured processes standardized workflows and departmental reporting systems.
Demonstrated ability to troubleshoot issues identify process improvements and support continuous improvement initiatives.
Ability to work independently exercise sound judgment and maintain confidentiality when handling sensitive operational or financial information.
Deep understanding of SBM project structures workflows and operational processes will be considered a strong asset for internal candidates.
Demonstrated ability to support and embody SBMs core values.

Health Benefits Plan
Paid Overtime
Paid Sick Days
Flex Time
Engaging work environment
Opportunity to build great relationships
Career Growth and Development
Regular Social and Team Buildings Events
Passionate and enthusiastic team that encourages growth

Required Experience:

Manager

Apply Now

About Company

Strik, Baldinelli, Moniz

Strik, Baldinelli, Moniz Ltd is a multi-disciplinary Civil, Structural, Electrical & Mechanical Engineering firm. Located in London and Kitchener, Ontario.

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