Operations & Administration Manager (Hybrid) - Fitness/Gym

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.