Operations Administrator

PHS Canada is looking for an Operations Administrator to join our team and strengthen our operational excellence. Reporting to the General Manager, this position plays a key role in coordinating administrative, operational, sales, and marketing activities to ensure seamless day‑to‑day operations and support company growth.

What You Bring To The Table

• Manage and optimize the ERP system to ensure accurate and up‑to‑date information for management.
• Track timesheets, work orders, and purchase orders, and schedule technical interventions.
• Verify employee certifications and training, and coordinate logistics for sites and equipment.
• Organize the executive’s agenda, schedule meetings, and prepare meeting minutes.
• Draft and format presentations and manage professional correspondence.
• Maintain and organize essential administrative and technical documents (contracts, technical sheets).
• Receive and screen incoming calls from clients, suppliers, and subcontractors.
• Monitor performance indicators, update internal databases, and support quality and health & safety audits.
• Support the recruitment process.
• Manage sales opportunities, maintain the CRM, and track proposal deadlines and client follow‑ups.
• Support the sales and estimation teams, including validating terms and conditions, and assisting with the proposal process.
• Coordinate client visits and travel, and compile regular sales reports (weekly, monthly, quarterly).
• Participate in marketing campaigns, maintain the marketing calendar, and coordinate event logistics.
• Ensure project data entry and tracking in internal tools.
• Contribute to optimizing internal processes and automating administrative tasks.
• Coordinate activities of external vendors and partners to ensure service delivery.
• Provide cross‑functional operational support to ensure overall team efficiency.

Essential Skills And Qualifications To Be Successful

• Minimum of 2 years of experience in an administrative or operational support role.
• DEP in Administration, Office Technology, or related field, or equivalent experience.
• Communication skills, written and verbal, in French.
• Written and verbal communication skills in English would be considered an asset.
• Familiarity with ERP systems and CRM platforms.
• Ability to develop strong relationships with both internal and external customers.
• Strong interpersonal skills with the ability to work independently and collaboratively.
• Demonstrated ability to handle customer requests and problem solve.
• Highly organized with strong attention to detail.

Work Location: Quebec or Ontario (work‑from‑home option depending on location)

About Us

PHS Canada is a systems automation provider specializing in HVAC and mechanical control systems for industrial and mission‑critical environments. We deliver high‑performance solutions for data centers, biotechnology, and pharmaceutical facilities, ensuring reliability, precision, and efficiency. As part of our team, you’ll contribute to innovative projects that power essential industries across Canada.