Our client is seeking a highly organized, proactive, and resourceful Operations & Administration Manager to work closely with the Chief Operating Officer (COO) and support the continued growth of its expanding business. This newly created role offers an opportunity to take ownership of administrative, financial coordination, purchasing support, and operational processes across multiple business divisions, including fitness facilities and a fitness equipment distribution business.
More than a traditional administrative or executive support position, this role is designed for someone who can anticipate needs, solve problems, improve processes, and turn priorities into action. From tracking invoices and coordinating vendor documentation to supporting purchasing decisions, monitoring expenses, and helping manage projects, you will play an important role in keeping the business organized, efficient, and accountable.
The ideal candidate brings a strong administrative foundation, excellent computer and spreadsheet skills, and the confidence to work independently with minimal direction. You are comfortable working in a fast-paced, entrepreneurial environment where priorities evolve, systems are still being developed, and initiative is valued. As the organization continues to expand, this role offers significant potential to grow in scope and responsibility alongside the business.
Description
- Provide direct administrative and operational support to the COO across multiple business divisions, helping manage priorities, coordinate follow-up, and keep projects moving forward.
- Take ownership of administrative tasks and outstanding action items, ensuring deadlines are met and commitments are followed through.
- Support financial administration, including reviewing and tracking invoices, monitoring expenses, following up on outstanding payments, and maintaining accurate vendor documentation.
- Assist with financial checks and balances by identifying discrepancies, organizing records, and ensuring invoices, purchase orders, and supporting documentation are properly reconciled.
- Coordinate with suppliers and vendors regarding orders, invoices, payments, documentation, and outstanding issues.
- Support purchasing and inventory planning for the fitness equipment distribution business, including reviewing inventory needs, tracking orders, and maintaining accurate records.
- Assist with showroom and warehouse-related administration, monitoring inventory information, following up on operational requirements, and ensuring outstanding items are addressed.
- Develop and maintain spreadsheets, reports, tracking tools, process documentation, and workflow diagrams to improve visibility and accountability across the business.
- Identify administrative gaps, inefficiencies, and opportunities to streamline processes, introducing practical solutions that reduce the day-to-day workload on senior leadership.
- Support the development of consistent administrative systems and processes as the organization expands into new locations and business opportunities.
Requirements
- Experience in administration, financial administration, office management, purchasing coordination, business support, or a similar role requiring strong organizational and analytical capabilities.
- Exceptional computer skills, including proficiency with Microsoft Excel, spreadsheets, reporting tools, and business software.
- Experience with invoice processing, expense tracking, purchase orders, vendor documentation, reconciliations, or other financial administrative tasks.
- Strong attention to detail and the ability to organize information, identify discrepancies, and maintain accurate records.
- Demonstrated ability to develop spreadsheets, tracking systems, procedures, and workflows that improve efficiency and accountability.
- Excellent organizational and time-management skills, with the ability to manage multiple priorities and follow through on outstanding tasks.
- A proactive, solutions-oriented approach, with the ability to understand objectives, determine next steps, and work independently with minimal direction.
- Strong communication and relationship-building skills, with the confidence to follow up with others, address outstanding issues, and hold people accountable.
- Comfortable working directly with senior leadership and handling confidential business and financial information with discretion.
- An entrepreneurial mindset and willingness to roll up your sleeves, adapt to changing priorities, and contribute wherever needed.
- Experience in retail, fitness, healthcare, distribution, construction administration, or another fast-paced business environment would be an asset.
- Experience with inventory administration, purchasing, supplier coordination, or project support is beneficial.
Corporate Culture
- Base salary of $75,000 - $85, 000, based on experience.
- Potential performance-based bonus as the position and incentive structure develop.
- Comprehensive healthcare benefits.
- Employer RSP matching program.
- Regional gym membership.
- Hybrid work potential once onboarding and training are complete, with an expected balance of approximately three days per week in the office.
- Exposure to senior leadership and multiple areas of the business.
- Opportunity to shape a newly created role and establish systems and processes that will support future growth.
- A highly varied position within an entrepreneurial organization where initiative, flexibility, and problem-solving are valued.
Contact Michelle Doucette at 604.734.5584 x3 or submit your resume in confidence below.
