Office Operations Coordinator

Castle Glass & Locks is a family-owned and operated business serving the Greater Toronto Area since 1971. With decades of experience across multiple generations the company specializes in glass lock and door services for high-rise residential and low-rise commercial properties working closely with property managers and their residents. Known for its commitment to quality workmanship and customer satisfaction Castle Glass & Locks provides reliable maintenance repair and installation services supported by skilled technicians and a fully equipped fabrication facility in Vaughan.

The company takes pride in delivering practical cost-effective solutions that help clients navigate evolving safety fire code and accessibility requirements while maintaining a strong reputation for service excellence across the GTA.

Castle Glass & Locks is seeking a highly organised and detail-oriented Office Operations Coordinator to support its growing service business. This role plays a critical function in streamlining daily operations by managing intake coordination job administration scheduling support and customer communication. The position is designed to alleviate pressure on senior office leadership while improving workflow efficiency and operational follow-through.

YOUR DAY TO DAY:

• Manage incoming service calls and accurately create work orders
• Coordinate job intake and ensure all information is properly entered into BuildOps
• Support scheduling updates and assist with technician coordination
• Monitor open jobs and follow up on missing or incomplete information
• Maintain proactive communication with customers regarding scheduling approvals and updates
• Support quote follow-up and ensure timely client responses
• Track pending jobs and escalate stalled items as needed
• Assist with VendorCafe and other portal uploads where required
• Review job history notes and prior visits before escalating inquiries
• Maintain accurate and up-to-date job records within the system
• Identify and help reduce operational bottlenecks and administrative backlog
• Contribute to overall office workflow efficiency and accountability

WHAT YOU BRING:

• Exceptional organisational skills with strong attention to detail
• Ability to multitask effectively in a fast-paced high-volume environment
• Strong prioritisation skills and ability to manage interruptions
• Excellent communication skills with a customer-focused approach
• Proactive solution-oriented mindset with the ability to work independently
• Strong critical thinking skills and sound judgement before escalating issues
• Professional phone etiquette and stakeholder communication skills
• Comfortable managing multiple systems workflows and job statuses
• Tech-savvy with the ability to quickly learn new platforms
• Experience with service industry systems (e.g. BuildOps Jobber ServiceTitan QuickBooks) is an asset
• Background in trades construction property management or service-based environments preferred
• Experience in dispatching intake coordination or service administration is highly valued

WHATS IN IT FOR YOU:

• Opportunity to play a key role in a growing well-established service business
• High-impact position with direct visibility on operations and workflow improvements
• Collaborative and supportive team environment
• Ability to take ownership and drive process improvements
• Exposure to a fast-paced hands-on operational environment
• Stable long-standing company with a strong reputation in the GTA
• Opportunity to develop skills in scheduling dispatch and service operations

We are committed to creating an inclusive accessible workplace in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates during all aspects of the recruitment and selection process. If you require accommodation please contact us at to discuss your needs.

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