Service & Operations Coordinator | IT & Industrial Services

Part-Time | 10–15 Hours per Week | Remote/Hybrid | Durham Region Preferred

We are seeking a highly organized and dependable Service & Operations Coordinator to support the day-to-day operations of two small businesses operating in IT services, industrial procurement and technical service.

This is primarily an operations and coordination role within a technical business environment.

The successful candidate will take increasing ownership of routine communications, scheduling, follow-up, coordination and outstanding work. The role is intended for someone who can maintain visibility across multiple active matters, communicate effectively with clients and vendors, identify next actions, and ensure work continues to progress toward completion.

Key Responsibilities

Responsibilities may include:

- monitoring and organizing incoming emails, service requests and routine communications;
- acknowledging and clarifying requests as required;
- coordinating appointments, service activities and follow-up actions;
- maintaining visibility into outstanding work, ownership and next steps;
- following up with clients, vendors, suppliers and internal staff when action is required;
- communicating routine status updates professionally and clearly;
- filtering routine information and consolidating non-urgent matters;
- identifying items that require technical escalation or management attention;
- following quotations, approvals, purchases and order status;
- assisting with supplier inquiries, product sourcing and procurement activities;
- organizing emails, field notes, photographs and technical information;
- preparing clear internal records, service documentation and billing-ready summaries;
- maintaining accurate information regarding open and completed work;
- assisting with the coordination of projects and service activities; and
- ensuring assigned matters are followed through to an appropriate resolution.

The role requires a solid sense of ownership. Sending a message or requesting information is only one step in a process. The successful candidate should be comfortable tracking outstanding dependencies, identifying the appropriate next action and following matters through until they are resolved or formally escalated.

Communication and Judgment

A significant part of the position involves managing routine communications and helping ensure that information reaches the appropriate person at the appropriate time.

The successful candidate should be able to distinguish between matters that:

- can be handled independently;
- require additional information or clarification;
- require coordination or follow-up;
- should be escalated for technical review; or
- require a management decision.

Strong judgment is important. The role requires both initiative and an understanding of when approval or additional expertise is required.





Written and verbal communication should be clear, concise and professional. The coordinator will regularly interact with clients, vendors, suppliers and internal staff and should be comfortable communicating with both technical and non-technical individuals.

Working in a Technical Environment

Previous technical experience is beneficial but is not a requirement.

We are looking for someone who is comfortable with technology, capable of learning unfamiliar systems and terminology, and able to develop a practical understanding of the work being coordinated.

Experience in IT services, technical service, industrial environments, procurement, professional services or similar settings would be considered an asset.

Effective Use of AI

Practical and responsible use of AI tools is an important part of this role.

The successful candidate should be comfortable using tools such as ChatGPT, Microsoft Copilot or similar platforms to assist with tasks such as:

- organizing and summarizing information;
- preparing client and vendor communications;
- converting notes into structured documentation;
- researching unfamiliar products, terminology or concepts;
- identifying outstanding questions and next actions;
- preparing service and billing summaries; and
- improving the clarity and efficiency of routine administrative work.

Effective AI use requires appropriate judgment. Candidates should be able to evaluate AI-generated information critically, identify assumptions or unsupported conclusions, verify important information and remain responsible for the accuracy and quality of their final work.

Qualifications and Attributes

We are particularly interested in candidates who demonstrate:

- strong organization and attention to detail;
- excellent written and verbal communication;
- reliable follow-through;
- sound judgment and prioritization;
- the ability to manage multiple active matters;
- comfort working with incomplete or developing information;
- initiative in identifying stalled or outstanding work;
- professional client and vendor communication;
- the ability to work independently within defined responsibilities;
- strong documentation habits;
- comfort learning new software, systems and technical concepts;
- practical and thoughtful use of AI tools; and
- a consistent approach to ownership and accountability.

We welcome candidates from a variety of professional backgrounds, including service coordination, operations, administration, scheduling, dispatch, client service,



project coordination, technical service and related roles.

We do not expect candidates to have experience in every area listed above. The ability to learn, exercise judgment and take responsibility for work is more important than having a specific previous job title.

Position Details

- Position: Service & Operations Coordinator
- Industry: IT Services, Industrial Procurement and Technical Service
- Employment: Part-time
- Hours: Approximately 10–15 hours per week initially
- Work Arrangement: Remote/hybrid
- Location: Durham Region/GTA candidates preferred
- Growth: Opportunity for responsibilities and hours to increase as the role develops

What Success Looks Like

A successful coordinator will progressively be able to:

- take ownership of routine operational matters;
- maintain clear visibility into outstanding work;
- follow up without requiring continual prompting;
- keep clients, vendors and internal staff appropriately informed;
- organize fragmented information into clear next steps;
- coordinate service and procurement activities effectively;
- produce useful and accurate documentation;
- identify matters requiring escalation;
- support senior staff with concise, relevant information; and
- reduce the amount of routine coordination and administrative work requiring senior attention.

Application

Please submit your résumé together with the requested application questions.

A formal cover letter is not required.

Applications will be reviewed based on relevant experience, communication, judgment, organization, follow-through, technical aptitude and demonstrated ability to work effectively with AI-assisted tools.

AI-assisted tools may be used during the recruitment process to help organize and assess application information against job-related criteria. Human reviewers remain responsible for candidate evaluation and all hiring decisions.

Pay: $26.00-$30.00 per hour

Expected hours: 10.0 – 15.0 per week

Application question(s):

- Ownership / follow-through

Briefly describe a situation where you were responsible for keeping multiple tasks, requests, or people moving toward completion. How did you keep track of what was outstanding and ensure follow-up occurred?
Please provide a short-written answer.

- AI use

Briefly describe a practical way you have used an AI tool such as ChatGPT, Microsoft Copilot, Claude, or another platform to help complete work. How did you check that the result was accurate or appropriate before using it?
Please provide a short-written answer.

- Availability

Are you available to work a regular part-time schedule of approximately 10–15 hours per week?
Yes / No

- Location

Are you located in Durham Region, or able to attend occasional in-person work in Durham Region if required?
Yes / No

Work Location: Hybrid remote in Oshawa, ON L1J 8L8

📌 Service & Operations Coordinator | IT & Industrial Services (Oshawa)
🏢 Quantum Industrial Supplies
📍 Oshawa