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 

WHAT’S 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 felicia.scaviarupi@mnp.ca to discuss your needs. 

#LI-ONATL