Operations & Administrative Coordinator (Breslau)

About Us Village Earthworks is a growing excavation and site servicing company working across residential, commercial, and municipal projects in the Region of Waterloo and South-Western Ontario. We take pride in being Responsive, Reliable, and Respectful, and we’re building a team that supports that standard both in the field and in the office. As we grow, we’re looking for someone who can help bring structure and organization to our day-to-day operations. About the Role This is a hands-on, detail-focused role that supports our operations, estimating, and accounting systems. You’ll work directly with ownership to keep projects organized, documents flowing, and systems up to date. This is a great opportunity for someone who enjoys keeping things in order and wants to grow into a larger role over time. Key Responsibilities Document & Admin Management - Scan and organize documents - Download and file PDFs from emails and online portals - Maintain organized digital filing systems (jobs, invoices, docs) - Ensure all project documentation is complete and easy to access QuickBooks & Light Bookkeeping Support - Upload invoices and receipts into QuickBooks Online - Attach supporting documents to transactions - Assist with accounts payable and receivable tracking - Help maintain clean and accurate financial records Project Coordination - Update and maintain project schedules - Track job progress and key milestones - Assist with coordinating subcontractors and suppliers - Track and organize change orders, submittals, and project documents General Administrative Support - Follow up on missing information or documents - Help keep internal systems (folders, email, tracking tools) organized - Support the team with day-to-day operational tasks as needed What We’re Looking For Core Traits (most important) - Highly organized and detail-oriented - Comfortable working with computers, files, and systems - Able to manage multiple tasks at once - Proactive and willing to follow up when things are missing - Clear and professional communication Experience (preferred but not required) - Experience with QuickBooks Online - Experience in construction, trades, or project-based environments - Administrative or office coordination experience Compensation - $22–30/hour (based on experience) - Flexible hours (part-time or full-time) - Opportunity to grow into a larger operations or project coordination role Why Join Us - Work closely with ownership and have a real impact on the business - Be part of a growing company with long-term opportunity - Help build systems that make the whole team more effective - Stable, practical work with room to advance How to Apply Please submit your resume to along with a short note describing: - Your experience with organization, admin work, and /or bookkeeping - Any experience with QuickBooks and document management In your application, please include the phrase ‘organized and reliable’ so we know you’ve read the full posting. Village Earthworks is an equal chance employer. It is our policy to recruit and select applicants for employment solely based on their qualifications, with emphasis on selecting the best-qualified person for the role. We seek to hire individuals with diverse characteristics, backgrounds and perspectives. Village Earthworks does not discriminate against applicants based on race, colour, religion, sex, national origin, disability, or any other status or condition protected by applicable federal, provincial, or local law. Village Earthworks is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). If accommodations are required during the application or interview process, please contact us at 519-465-1627 and we would be more than happy to discuss how we can accommodate your needs. Pay: $22.00-$30.00 per hour Benefits: - Casual dress - Company events - Dental care - Disability insurance - Flexible schedule - Life insurance - On-site parking - Vision care Ability to commute/relocate: - Breslau, ON: reliably commute or plan to relocate before starting work (required) Work Location: In person Apply on Kit Job: kitjob.ca/job/2ou9vm