Operations Coordinator (Systems & Process Improvement)
Employment Type: Full-Time, In Person
Location: Mississauga, ON
Company: Voyager Controls
About Voyager Controls
Voyager Controls is a fast-growing Building Automation Systems (BAS) contractor specializing in HVAC controls for new construction and retrofit commercial and industrial projects.
We’re looking for someone who doesn’t just keep things organized — but actively improves how things run.
This role is ideal for someone who enjoys building systems, streamlining processes, and using tools to make operations more efficient across office, warehouse, and project teams. You’ll work closely with leadership and play a key role in ensuring day-to-day operations run smoothly and scale effectively as the company grows.
What Success Looks Like in This Role
- Operations run smoothly without constant follow-ups
- Clear systems exist for tracking materials, documents, and projects
- Manual processes are improved or streamlined over time
- Leadership has visibility into operations without chasing information
- Things don’t fall through the cracks
Core Responsibilities
1. Operations & Systems Management
- Own and improve systems for document management, tracking, and workflows
- Maintain organized digital and physical records across projects and operations
- Identify inefficiencies and implement better processes
2. Procurement & Materials Coordination
- Manage purchase orders, vendor coordination, and material tracking
- Ensure materials are tracked from order → warehouse → site
- Improve visibility and tracking systems over time
3. Project & Team Coordination
- Support project teams with documentation, tracking, and coordination
- Ensure alignment across office, warehouse, and field teams
- Maintain clear visibility on project status and deliverables
4. HR & Admin Operations
- Coordinate hiring, onboarding, and internal administrative processes
- Maintain employee records and support payroll processes
5. Safety & Compliance Support
- Coordinate safety training and maintain documentation
- Support compliance tracking and reporting requirements
6. Executive & Business Support
- Support leadership with operational reporting and coordination
- Assist with business operations, vendor communication, and internal initiatives
Systems & Tools (Important for This Role)
- Strong Excel skills (tracking, organization, basic automation)
- Experience with tools like Notion, Airtable, Zoho, or similar systems
- Comfortable learning new tools and improving workflows
- Interest in reducing manual work through better systems
Who You Are
- You naturally organize things and improve how they work
- You don’t wait for instructions — you take initiative
- You enjoy building systems and making processes more efficient
- You’re comfortable with technology and learning new tools
- You stay calm when multiple priorities come up
- You pay attention to detail and follow through consistently
This role is not suited for someone looking for a purely task-based administrative position.
Qualifications
- Experience in operations, administration, or project coordination
- Experience in construction, HVAC, BAS, or technical environments is an asset
- Strong organizational and multitasking skills in a fast-paced environment
- Excellent communication skills
- Ability to work independently and take ownership
Compensation & Benefits
- Salary based on experience
- Dental, Vision, and Paid Time Off
- Full-time, permanent position
- In-person work environment
Job Types: Full-time, Permanent
Pay: $40,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Paid time off
- Vision care
Application question(s):
- What is your salary expectation?
- Are you able to commute to the office daily?
- Are you legally authorized to work in Canada?
- Describe a system, tracker, or workflow you created to stay organized or improve efficiency.
- What is the most advanced thing you’ve done in Excel or another tool to manage or improve your work?
- To confirm attention to detail, please include the word “Voyager” at the top of your application.
- Describe a time you improved or organized operations in a previous role. What was inefficient and what did you change?
- Describe your experience managing purchase orders, vendors, and material coordination. How did you track everything and ensure nothing was missed?
- What tools have you used to track projects, tasks, or operations? Describe how you used them and any systems you built.
- Describe your experience supporting onboarding, payroll, or HR processes. What steps did you take to ensure accuracy and organization?
- You have 5 urgent tasks from different people at the same time. How do you decide what to do first? Walk through your approach.
Work Location: In person
