Internal Operations Coordinator

Overview

Internal Operations Coordinator Jobs in Nanaimo, Canada at Quantum Lead

Position: Internal Operations Coordinator )

Location:

Remote, Canada (Québec preferred)

Level: Intermediate

Start date:

July 2026

Compensation: CAD $55,000–CAD $65,000

Type:
Full-time

Position Overview

We are seeking a bilingual Internal Operations Coordinator to support Quantum Lead’s day-to-day operations across administration, invoicing, bookkeeping coordination and HR coordination.

This is a full-time role for someone who is highly organized, reliable, discreet and comfortable helping a growing company stay structured. The ideal candidate has around 5 years of relevant experience and enjoys creating order, following through on details and keeping internal processes moving.

In this role, you will work closely with the leadership team to support administrative and finance-related coordination, while also contributing to HR processes. You will help keep internal systems, documentation, invoices, records and people-related processes accurate, organized and up to date.

Key Responsibilities Administration & Coordination

• Coordinate calendars, meetings, follow-ups and internal administrative tasks.
• Support scheduling, documentation, reminders and operational follow-through.
• Maintain organized records, trackers, folders and internal documentation.
• Support vendor coordination, internal communications and basic operational logistics.
• Ensure that information is properly documented, easy to find and kept up to date.
• Help improve simple administrative processes as the company grows.

Finance, Invoicing & Bookkeeping Support

• Prepare, track and follow up on client invoices.
• Support expense tracking, receipt organization and payment documentation.
• Maintain finance-related trackers and ensure records are accurate and complete.
• Coordinate with the accountant or external bookkeeping support as needed.
• Support accounts payable and accounts receivable follow-up.
• Help prepare documentation for monthly, quarterly or year-end financial processes.
• Flag inconsistencies, missing information or process gaps early.

HR Coordination

• Support onboarding and offboarding processes for employees and contractors.
• Coordinate HR documentation, employee files, contractor records and internal trackers.
• Support recruitment logistics, including interview scheduling, candidate communication and organization of materials.
• Track completion of required trainings, policies and internal HR follow-ups.
• Support internal HR processes by keeping documentation, reminders and follow-ups organized.
• Handle sensitive information with discretion and professionalism.
• Contribute to making HR coordination clearer, more consistent and easier to maintain.

Qualifications Required

• 5+ years of experience in administrative coordination, operations support, finance administration, bookkeeping support, HR coordination or a similar role.
• Fluency in French and English, written and spoken.
• Strong organizational skills and attention to detail.
• Experience preparing, tracking or following up on invoices.
• Comfort working with financial records, receipts, expenses and basic bookkeeping documentation.
• Strong written communication skills and ability to follow up clearly and professionally.
• Ability to handle confidential information with discretion and good judgment.
• Comfort working independently in a remote or hybrid environment.
• Strong command of tools such as Google Workspace, Slack, Excel / Google Sheets and shared drives.
• Ability to manage multiple priorities without losing track of details.

Preferred

• Knowledge of Spanish and/or Italian.
• Certified Slack Administrator.
• Experience in a consulting, tech, startup or professional services environment.
• Familiarity with tools such as Quick Books, Xero, Wave or similar bookkeeping platforms.
• Experience supporting HR processes, onboarding, recruitment coordination or employee documentation.
• Familiarity with workplace requirements and employment documentation in Quebec and/or other Canadian provinces or territories.
• Experience coordinating with accountants, payroll providers or external administrative partners.
• Comfort improving simple internal systems, trackers and administrative workflows.

What We’re Looking For

We are looking for someone who brings structure without needing everything to be perfectly defined from day one. You are comfortable asking positive questions, keeping records clean, following up when something is missing and helping a growing company build stronger internal habits.

This role requires strong coordination, sound judgment and comfort working with administrative, financial and HR information. Formal accounting or HR certification is an asset rather than a requirement. What matters most is that you are organized, trustworthy, bilingual, detail-oriented and comfortable supporting different parts of the business with care and consistency.

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Title: Internal Operations Coordinator

Company: Quantum Lead

Location: Nanaimo, Canada

Category: