Operations Manager

Merit Ontario is a construction association supporting small to large construction companies with workforce needs across Ontario. Our talent specialists provide recruitment services and customized solutions to find quality candidates.

The Role:

Our member is hiring an Operations Manager to support and streamline project delivery through strong coordination, scheduling, and internal systems, in Kitchener, ON. This role is central to ensuring projects run smoothly behind the scenes — supporting project managers, coordinating with vendors, tracking critical project milestones, and ensuring the entire team has access to up-to-date information and documentation. This is not a field-based role but a key part of the project delivery process.

Key Responsibilities

• Build and maintain live project schedules in Microsoft Project
• Coordinate labour planning and manpower allocation across projects
• Track and communicate critical milestone dates (e.g. delivery deadlines, inspection dates, rough-in targets)
• Maintain a rolling 2–4 week lookahead for scheduling and labour requirements
• Maintain a centralized folder structure for all active projects
• Ensure the most current shop drawings are uploaded, shared, and clearly version-controlled
• Track drawing submissions and approvals in coordination with PMs and vendors
• Organize and maintain submittals, RFIs, and change order documentation in a shared system
• Build and update job budgets in collaboration with project managers
• Maintain budget vs. actual trackers for labour, material, and equipment
• Track committed costs and support change order logging
• Assist in compiling final job costing packages and post-project reviews
• Maintain live lead-time trackers and support procurement of long-lead items
• Coordinate with PMs and wholesalers for proactive ordering and delivery timelines
• Track PO statuses and flag critical delivery risks
• Assist in building and reviewing Schedule of Values (SOVs)
• Align invoicing with job progress and billing cycles
• Collaborate with finance and PMs to ensure timely, accurate billing and documentation
• Maintain and improve standardized templates, folders, and workflows
• Participate in weekly meetings: Scheduling, Procurement, Finance, Leadership Sync
• Help implement systems that reduce chaos, save time, and support field execution

Tools & Software Used

• Microsoft Project – for Gantt scheduling and labour forecasting
• Google Sheets / Docs – for budgets, trackers, submittals, and planning documents
• QuickBooks – for job cost visibility and invoice coordination

Qualifications

• 3–5+ years in project coordination, construction operations, or administrative support
• Strong background in organizing schedules, documentation, and project information
• Familiarity with mechanical scopes (plumbing/HVAC) is not required, but considered an asset
• Excellent attention to detail and ability to manage multiple live projects
• Comfortable working in a fast-paced, dynamic environment with hands-on involvement in day-to-day systems

Compensation & Benefits

• Competitive salary based on experience
• Health and dental benefits
• Paid vacation and statutory holidays
• Opportunity to grow into a senior operations or project leadership role

What Success Looks Like

• Project schedules are live, realistic, and coordinated with field teams
• Shop drawings are always current and accessible to those who need them
• Material procurement is on time and tied to project milestones
• Job costs and budgets are tracked in real time
• Invoicing is accurate and aligned with SOVs and field progress
• Office and field operate with shared information and clear expectations

Please note, only qualified candidates will be contacted.