Company: All Terrain Property Maintenance Inc

Location: London, ON (service area)

Job Type: Full-Time

Compensation: $25.00-32.00/hour

At All Terrain Property Maintenance, we believe strong operations are built on strong systems. As our company continues to grow, we are looking for an Administrative Operations Coordinator who can help create structure, maintain organization, and ensure the business operates efficiently behind the scenes.

This is not a traditional administrative role.

We are looking for someone who takes ownership, follows through on commitments, notices gaps before they become problems, and enjoys building systems that help a team succeed. The successful candidate will play an important role in supporting our operations, maintaining workplace readiness, improving administrative processes, and ensuring critical tasks and information remain organized and accessible.

What You'll Do

Administrative & Operational Support

• Support daily business operations through coordination, organization, and administrative follow-through
• Assist managers and department leaders with administrative requests, tracking, and project coordination
• Help ensure important tasks, deadlines, and commitments remain organized and on track
• Coordinate meetings, action items, and internal follow-up where required
• Prepare, format, and maintain reports, documents, presentations, and internal communications

Workplace & Facilities Coordination

• Help maintain a professional, organized, and operationally ready workplace
• Coordinate office supplies, consumables, equipment, and vendor services
• Monitor workplace needs and proactively address issues before they impact operations
• Coordinate deliveries, shipments, mail, and courier services
• Support workplace setup, organization, and ongoing administrative readiness

Document & Information Management

• Build and maintain organized digital filing systems within Microsoft 365
• Ensure documents remain accurate, current, accessible, and easy to locate
• Maintain document organization standards, file structures, naming conventions, and version control practices
• Support the administration and maintenance of company records, forms, templates, and operational documentation

Systems & Process Improvement

• Identify opportunities to improve administrative processes and increase efficiency
• Develop and maintain trackers, templates, and workflows that improve consistency and accountability
• Support the development, organization, and maintenance of Standard Operating Procedures (SOPs)
• Help reduce duplication, confusion, and administrative bottlenecks through better systems and processes
• Leverage Microsoft 365 and AI tools to improve productivity, communication, and organizational effectiveness

Vendor & Resource Coordination

• Coordinate ordering processes, and administrative follow-up with service providers
• Track orders, deliveries, and service requests to completion
• Support inventory tracking and workplace resource management
• Ensure operational resources remain organized, available, and ready when needed

Technology & Equipment Coordination

• Maintain accurate records of company-issued devices and equipment
• Coordinate device setup, tracking, repairs, and returns
• Act as an internal point of contact for routine technology and equipment requests
• Support coordination with external technology vendors and service providers
• Help maintain operational readiness of company equipment and systems

What We’re Looking For

• Be highly organized, detail-oriented, and dependable
• Able to work a flexible schedule within operational business hours and occasionally support weekend activities when required
• Demonstrate strong ownership and follow-through
• Be comfortable managing multiple priorities in a fast-paced environment
• Communicate professionally and confidently with employees, managers, vendors, and customers
• Possess strong judgment, discretion, and accountability
• Be comfortable receiving and responding to direct feedback
• Take initiative and proactively identify opportunities for improvement
• Have strong problem-solving and organizational skills
• Be confident working independently while also supporting a team environment

Technical Requirements

• Advanced proficiency with Microsoft Office and Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint
• Strong document management and file organization capabilities
• Experience creating trackers, reports, templates, and administrative systems
• Practical experience using AI tools to improve productivity, communication, organization, and workflow efficiency
• Experience with administrative coordination, operations support, project coordination, or office management is considered an asset

Physical Requirements

• Ability to lift and move office supplies, packages, and equipment as required
• Comfortable supporting workplace setup, organization, and occasional inventory-related tasks

Why Join All Terrain

• We’re building a team that values ownership, accountability, preparedness, and continuous improvement. This role is important to the daily readiness and consistency of our workplace and will help strengthen the systems that support the whole business.
• Compensation that reflects experience and capability
• Health benefits based on eligibility and tenure
• Employee Assistance Program
• Team events, recognition, and a supportive work environment
• Opportunity to grow with the business
• If you’re the kind of person who notices what’s out of place, follows things through, and takes pride in keeping a workplace organized, functional, and professional, we’d love to hear from you.