Operations Lead

Job Summary

- We are looking for an experienced Operations Lead to oversee project administration, operational coordination, documentation, and financial support activities.

- This role plays a key part in ensuring projects are executed efficiently by coordinating with clients, field teams, subcontractors, suppliers, and internal departments.

- The ideal candidate will have strong organizational skills, attention to detail, and experience managing project workflows, documentation, scheduling, billing support, and operational processes.

Key Responsibilities

Project Administration &

- Documentation

- Create and manage purchase orders (POs) accurately and efficiently.

- Coordinate material procurement, equipment rentals, and delivery logistics.

- Maintain organized project documentation, digital records, and file management systems.

- Manage subcontractor onboarding and ensure all required documentation is completed.

- Prepare client invoices and process supplier/subcontractor back charges when required.

- Maintain accurate project records and ensure documentation is up to date.

Project Scheduling &

- Quality Coordination

- Develop, maintain, and communicate project schedules.

- Coordinate manpower planning to support project timelines and operational requirements.

- Schedule quality control inspections, project walkthroughs, milestone reviews, and project meetings.

- Ensure field teams complete required inspections and project documentation.

- Review quality control reports for accuracy and completeness.

- Communicate project updates, delays, and revised timelines to stakeholders.

- Coordinate corrective actions for quality issues and track completion.

Project Systems &

- Budget Administration

- Maintain accurate project updates and approved budgets within project management systems.

- Monitor project activities against approved budgets and timelines.

- Track additional work requests and coordinate approval processes.





- Ensure work outside the approved scope receives proper authorization before proceeding.

Finance &

- Billing Support

- Prepare client invoices based on contract requirements and project progress.

- Process back charges and related documentation.

- Support monthly financial and operational reporting.

- Maintain Schedule of Values (SOV) reports for progress billing.

- Review supplier invoices and identify discrepancies.

- Resolve invoice and pricing issues with suppliers and vendors.

- Ensure billing records and supporting documentation are complete and submitted on time.

Operational Support &

- Compliance

- Manage subcontractor compliance documentation and onboarding requirements.

- Maintain operational records, templates, forms, and standard procedures.

- Coordinate operational resources, equipment, and administrative requirements.

- Support licensing, insurance documentation, and compliance submissions.

- Assist with improving operational processes and workflows.

- Provide administrative support to leadership and operations teams.

Communication &

- Process Improvement

- Collaborate with Sales, Estimating, Operations, Finance, and leadership teams to ensure project alignment.

- Prepare project status updates and operational reports.

- Identify opportunities to improve efficiency, documentation, and workflow processes.

- Support implementation of current operational systems, procedures, and reporting tools.

- Perform additional responsibilities as required to support business operations.

Qualifications &

- Skills

- Experience in operations coordination, project administration, or a similar role.

- Strong organizational and multitasking abilities.

- Excellent attention to detail and documentation management skills.

- Experience working with clients, subcontractors, suppliers, and internal teams.

- Strong communication and problem-solving skills.

- Ability to manage multiple projects and priorities in a fast-paced environment.

- Experience with project management systems, reporting tools, and administrative processes.

📌 Project Lead (Canada)
🏢 Synectics
📍 Canada