Office Works is a leading provider of office furniture, supplies, business technology solutions, and managed services for clients across Ontario. We are committed to delivering exceptional service and innovative solutions that help businesses operate efficiently. As an Operations Coordinator, you will play a pivotal role in ensuring seamless day-to-day operations and supporting our clients, vendors, and internal teams.

Office Works is seeking a highly organized Operations Coordinator to support our growing business services team. This role combines administrative responsibilities with client service, quoting, purchasing, billing support, and project coordination. The ideal candidate does not need to be an IT technician but should be comfortable learning technical terminology and translating technical information into clear, professional client-facing proposals and communications.

This is not a basic clerical position. The ideal candidate will take ownership of administrative and operational responsibilities, proactively manage priorities, and help reduce leadership overload by keeping office operations organized and on trackKey responsibilities include:

Administrative & Operational Support

Manage incoming calls, emails, and service requests

Coordinate schedules, appointments, meetings, and follow-up activities

Maintain customer records, files, and operational documentation

Assist with reporting, administrative tracking, and process management

Support day-to-day business operations and organizational efficiency

Quoting & Proposal Coordination

Review supplier, vendor, and subcontractor quotations

Prepare professional client-facing quotes, proposals, and recommendations

Assist with quotations for office furniture, office supplies, technology products, and managed services

Track and follow up on outstanding quotations and sales opportunities

Ensure documentation is accurate, complete, and professionally presented





Billing & Contract Administration

Assist with recurring billing for managed services and subscriptions

Review vendor invoices for accuracy and completeness

Track service agreements, warranties, renewals, contracts, and licensing requirements

Support invoicing processes and help ensure services delivered align with customer billing

Project Coordination

Coordinate activities between Office Works, clients, vendors, and subcontractors

Track project timelines, milestones, deliverables, and outstanding action items

Maintain project documentation and provide status updates as required

Assist with procurement, purchasing, order management, and project logistics

Help ensure projects remain organized, on schedule, and properly communicated

Client Communication & Customer Service

Serve as a professional point of contact for clients and business partners

Communicate project updates, order status information, and service-related communications

Build positive client relationships through responsive and organized customer service

Assist in resolving issues by coordinating communication between stakeholders

Ideal Candidate

Highly organized and detail-oriented

Professional and confident communicator

Self-motivated with strong initiative

Comfortable working independently while coordinating with multiple stakeholders

Strong problem-solving and critical-thinking abilities

Able to prioritize competing demands and manage multiple projects simultaneously

Eager to learn current products, services, systems, and processes





Interested in long-term growth and development within the company

Previous experience in office administration, operations coordination, project coordination, business support, or a related role

Strong organizational and time-management skills

High attention to detail and excellent follow-through

Excellent written and verbal communication skills

Ability to manage multiple priorities and deadlines simultaneously

Comfortable learning technical terminology and communicating technical information in a clear, professional manner

Proficiency with Microsoft 365 applications including Outlook, Word, Excel, and Teams

Experience preparing quotations, proposals, or customer-facing documentation is considered an asset

Experience working in an IT, technology, office furniture, construction, or professional services environment is considered an asset

Must be legally eligible to work in Canada

Fluent in English

Success in This Role

After 12 months, the successful candidate will:

Independently prepare and manage client quotations and proposals

Coordinate projects effectively between clients, vendors, and subcontractors

Support accurate billing of recurring and project-based services

Reduce administrative workload for management and leadership

Maintain organized project documentation and operational processes

Help deliver a consistent, professional, and positive client experience

Preferred Qualifications:

Experience handling customer or vendor issues and escalations professionally

Experience with frequent client and vendor communication via email and phone

Strong organizational skills and ability to multitask

Interest in long‑term growth and development within the company

60k-75k annually

Full time position

Monday-Friday Schedule

Occasional flexibility may be required based on operational needs

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