Reporting to the Director of Operations, the Site Operations & Project Coordinator provides centralized administrative and operational support across CONC’s multi-site programs. The role coordinates documentation, procurement processes, maintenance tracking, and site related administrative functions to ensure clear communication and efficient operations across shelters, transitional housing, and community locations. The position supports the Director of Operations, Facilities Manager, and Supervisor of Maintenance and Operations by organizing information, maintaining accurate records, and supporting follow-up on operational activities, allowing program staff to focus on service delivery.
Key Responsibilities:
Site Operations Coordination:
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Coordinate and track maintenance requests, repairs, and operational issues across all CONC sites in collaboration with the Operations team.
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Support intake, documentation, and routing of site-related issues, ensuring appropriate escalation to Facilities or Operations staff.
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Assist with scheduling site visits, inspections, and contractor appointments.
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Maintain site logs and tracking tools, and follow up on outstanding items to support timely resolution.
Administrative Support to Operations:
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Provide administrative support to the Director of Operations and the Operations team.
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Organize and maintain files, forms, and correspondence using SharePoint and other shared platforms.
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Assist with preparing reports, meeting materials, spreadsheets, and internal updates.
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Coordinate meetings, manage calendars, and document action items.
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Maintain department templates and tracking tools, including forms, checklists, and logs.
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Assist with administrative preparation of lease documentation (e.g., Ontario Standard Lease Agreements) ensuring completeness and proper filing.
Procurement & Contractor Coordination:
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Schedule contractors in consultation with the Facilities Manager and Supervisor of Maintenance and Operations.
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Support procurement processes by obtaining quotes or reviewing submitted quotes to ensure alignment with procurement guidelines.
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Maintain documentation for approved vendors and contractors, including insurance certificates, WSIB documentation, and service agreements.
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Assist staff with sourcing supplies through approved vendors.
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Support processing of invoices, purchase requests, and operational expenditures in collaboration with the Finance team.
Documentation, Tracking & Reporting:
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Maintain accurate records of maintenance activity, service requests, inspections, and site documentation.
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Update and monitor tracking systems and operational reporting tools.
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Support preparation of regular operational updates and summaries for the Operations team.
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Ensure all documentation is consistently organized and stored within designated SharePoint systems.
Communication & Cross-Department Coordination:
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Serve as an administrative point of contact for site-related operational matters.
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Liaise with program staff to gather information and coordinate follow-up on building-related issues.
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Support communication between Operations, Facilities, and other internal departments.
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Ensure operational requests are accurately documented, tracked, and assigned.
General Department Support:
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Participate in departmental projects and operational initiatives as needed.
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Support the development and implementation of new processes, tools, and administrative systems to improve operational efficiency.
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Contribute to a professional, organized, and responsive Operations function across CONC sites.
Qualifications and Experience:
Education and Training:
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Post-secondary education in Business Administration, Procurement, Operations, Project Coordination, or a related field preferred.
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Training or coursework in project coordination or project management fundamentals is an asset.
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Equivalent experience may be considered.
Experience:
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2–4 years of experience in administrative or project coordination, operations support procurement, or a similar role.
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Experience supporting within the non-profit, shelter, or housing sector is highly desirable.
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Experience with document management, scheduling, tracking systems, or service coordination.
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Experience working in nonprofit, community services, housing, or shelter environments is an asset.
Skills and Competencies:
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Strong organizational and coordination skills with the ability to manage multiple priorities.
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Excellent administrative skills with strong attention to detail.
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Strong written and verbal communication skills.
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Ability to maintain accurate records and follow up on multiple operational tasks.
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Proficiency in Microsoft Office (SharePoint, Teams, Excel, Word, Outlook).
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Experience with maintenance or asset management systems is an asset.
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Ability to work collaboratively across multiple departments and locations.
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Strong judgment, discretion, and ability to handle sensitive information.
Working Conditions:
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Regular work in an office-based environment with periodic travel between CONC sites are required.
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Occasional need to respond to urgent operational coordination issues during regular business hours.
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Frequent communication with internal staff and external contractors across multiple locations.
Disclaimer
This job description outlines the general responsibilities and qualifications for this role. It may be updated as needed to reflect organizational priorities.
