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About Aimsio

Aimsio is a leading field operational management platform designed for heavy industries. Our customers across North America have processed over $9 billion on the platform, managing over 25,000 crew workers through Aimsio!

We are seeking a versatile and highly organized professional to join our team as an Operations Coordinator. This role combines responsibilities across human resources, operations, and executive-level administrative support. The ideal candidate will excel in a remote work environment, juggling multiple priorities and ensuring the smooth operation of key business functions.

Key Responsibilities:

1. Onboarding:
2. • Administrative tasks in regard to onboarding process; managing welcome calendar invites to new employees; setting up relevant accounts, ordering and organizing swag and computer hardware
3. Employee Relations & Support:
4. • Assist in employee engagement surveys and help in presenting results.
   • Provide administrative support for professional development programs, such as coordinating training sessions or managing education reimbursement programs.
5. HRIS Management:
6. • Ensure data accuracy in HRIS for employee records, time off tracking, and compliance reporting.
   • Assist in regular audits of company documents related to operations and basic HR policies.
7. Benefits Administration:
8. • Coordinate with benefits providers to ensure smooth annual enrollment processes.
   • Manage employee wellness initiatives, such as virtual programs or mental health resources.
9. Policy and Compliance:
10. • Help with administrative tasks as it relates to updating, and distributing HR policies and employee handbooks.

1. Event Planning:
2. • Coordinate logistics for offsite meetings, including travel arrangements and venue bookings.
   • Manage appreciation programs, such as employee milestone celebrations or holiday gifts.
3. Administrative Support:
4. • Track and renew company-wide licenses, certifications, and compliance documents.
5. Technology Support:
6. • Provide first-line support for basic IT issues for escalations.
   • Ensure new employees have access to the required tools and platforms.

1. Calendar and Schedule Management:
2. • Manage complex scheduling across multiple time zones for executives and teams.
   • Anticipate scheduling conflicts and proactively adjust priorities.
3. Communication and Coordination:
4. • Assist in drafting and proof-reading executive-level documents, including reports, presentations, and memos.
5. Meeting Support:
6. • Research and prepare briefing materials for meetings and presentations.
   • Maintain key operational KPIs, such as project completion rates and budget adherence.
   • Facilitate cross-departmental communication on behalf of executives.
7. Administrative Tasks:
8. • Handle confidential information with discretion.
   • Organize and archive important documents, contracts, and agreements.
   • Organize AImsio’s Google Drive, Confluence, Notion, etc

Marketing Events: Event Planning and Coordination:

• Plan and execute a variety of events, including trade shows, conferences, product launches, webinars, and networking events.
• Collaborate with internal teams (e.g., marketing, sales, design) to align event goals with business objectives.
• Develop and manage event timelines, schedules, and checklists.
• Coordinate venue selection, vendor contracts, and logistics, such as catering, AV equipment, and signage.
• Organize promotional items, branded materials, and giveaways for events.
• Leveraging our social media accounts (Instagram, Facebook, X.com and LinkedIn) to showcase our great team culture.

Qualifications:

• Proven experience in HR, operations, and/or executive support roles, ideally in a remote or hybrid environment.
• 3+ years experience in HR, Operations or Executive Assistance
• Advanced organizational skills with the ability to handle competing priorities.
• Proficiency in HRIS systems, project management tools, and collaboration platforms (e.g., Slack, Zoom).
• Strong analytical and problem-solving skills.
• Process driven mindset
• Excellent interpersonal and written communication skills.
• High degree of professionalism, discretion, and confidentiality.

Please note that any offer of employment is contingent upon the successful completion of a background check, where applicable.

Location

Aimsio is Remote First which means we're flexible about where you live. However, we can currently only consider candidates who are legally able to work for us in Canada. Our "home cities" are Calgary, Toronto, and Vancouver, so if you live elsewhere, at the very least you should expect occasional flights to our home cities in the future for team-building events (we can't wait!).

Compensation: get rewarded

You will receive a competitive base salary and our full health and wellness benefits plan. Our employee benefits include full health and dental; a wellness account; paid sick, WeWork Credits, vacation, and flex days; and a RRSP/TFSA Group Savings plan.

Equal Employer

At Aimsio, we take pride in fostering a diverse and inclusive workplace where all individuals are valued for their unique perspectives and talents. As an equal employer, we are committed to providing equal opportunities and maintaining an environment free from discrimination or bias. Join our team and contribute to a culture that celebrates diversity and promotes fairness in all aspects of our organization.