JOB TITLE: Coordinator, Executive Operations

MAIN PURPOSE OF THE JOB:

To serve as a pivotal hybrid role, working closely with the President to ensure seamless data flow and operational excellence from initial prospect engagement through to client execution and financial reconciliation. This role acts as a central hub, providing crucial support across administrative, sales, project management, and events functions, with a core responsibility for maintaining the accuracy and integrity of the company's CRM system.

REPORTS TO:

President

DIRECT REPORTS:

None

DUTIES AND RESPONSIBILITIES:

• Executive & Administrative Support:
  • Act as the company's first point of contact, providing a welcoming and energetic response to all prospects and clients.
  • Efficiently manage the President’s calendar, scheduling, and communications to ensure seamless workflow.
  • Assist with travel arrangements, meeting preparations, and general administrative support.
• Sales & GTM Coordination:
  • Support the sales team by developing high-fidelity proposals and presentations to help win new deals.
  • Manage and track all GTM efforts, ensuring a swift and positive response to prospects.
  • Act as the primary administrator for the company’s CRM, ensuring all prospect, customer, and deal information is meticulously accurate and up-to-date.
• Operational & Financial Data Management:
  • Facilitate the smooth flow of critical project data from sales to the cleaning operations and business operations teams.
  • Ensure all necessary information is accurately recorded and communicated to support swift and effective job execution.
  • Collaborate with the finance team by providing accurate financial information from the CRM for billing and to help maintain high profit margins.
• Project & Events Coordination:
  • Manage project timelines and deliverables, ensuring key milestones are met across different departments.
  • Organize and lead all company events, including internal team gatherings, client appreciation events, and external industry functions.
  • Coordinate all logistics for events, including venue booking, vendor management, and internal communications.
• Cross-Functional Communication:
  • Serve as a key liaison across departments to ensure consistent and timely communication.
  • Use the CRM as the single source of truth to ensure all teams are working with accurate, real-time data.

QUALIFICATIONS:

• Proven experience in a hybrid role combining administrative, sales support, and project coordination functions.
• Strong proficiency in CRM software, with a deep understanding of its use for data management and business process optimization.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent communication and interpersonal skills, with a proven ability to build positive relationships with internal and external stakeholders.
• A proactive, self-starting mindset with a strong ability to manage multiple priorities in a fast-paced environment.
• Experience in a service-based industry is a plus.

WORKING CONDITIONS:

• Work is performed in a professional office environment.
• This is a full-time, in-person role.
• Regular travel to client sites and cleaning locations is required and expected.
• Work-related travel, including overnight stays, will be required as needed to support the company's growth across North America.
• Attendance at industry events, company events, and client meetings is required.
• The role requires flexibility to work the hours necessary to achieve company goals and targets, which may include evenings and weekends for certain projects.

PHYSICAL REQUIREMENTS:

• Ability to perform basic movements within an office environment.
• Frequent driving is required.
• Occasional long-distance travel by train or plane may be required.

Disclaimer:

Impact is an equal opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Please note, only qualified candidates selected for an interview will be contacted.

Impact is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.

This job description has been written to provide an accurate reflection of the current job and to include the general nature of work performed. It is not designed to contain a comprehensive detailed inventory of all duties, responsibilities, and qualifications required of the employees assigned to the job. Management reserves the right to revise the job or require that other or different tasks be performed when circumstances change.

Mon-Fri
40 Hours/Week