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Outhire Inc.

Operations Manager

Toronto, ON, Canada
North York, ON, Canada

$80,000 to $100,000 CAD / year · Full-time

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Job details

Pay: $80,000 to $100,000 CAD / year
Job type: Full-time
Apply by: Nov 27, 2026
Experience: 3 to 5 years of relevant experience in operations, logistics, scheduling, or project coordination
Posting language: English
Posted: Oct 28, 2026

Original job description

Delivering a Better Hiring Experience.

At Outhire, we believe in revolutionizing the hiring process to make it more equitable and enjoyable for everyone involved. Our innovative approach puts candidates front and center, offeringin-depth looks at open positions, personalized advice, and interview preparation. But we don't stop there - our Visual Resume feature ensures that hiring managers see the complete picture of who you are and what you bring to the table while eliminating biases you may face with traditional hiring practices. With Outhire, you can trust that we'll work tirelessly to match you with the role that truly fits your skills, experience, and aspirations. Join us in our mission to create a better hiring experience

TITLE

Operations Manager

SALARY RANGE

$80,000 - $100,000

BONUS

Discretionary

THE PERKS

Standard Health Benefits
Phone Allowance

LOCATION

Greater Toronto Area, ON

THE OFFICE

5 Days In-office

TEAM SIZE

Under 5

THE ROLE

A hands-on operations role at the centre of a busy events business. You will own the scheduling of crew, vehicles, and equipment across many events running at the same time, keep day-to-day operations moving, and close out the costs behind each project. The pace is fast, plans change often, and the role connects the sales, warehouse, and operations teams.

Crew Scheduling & Labour Management (35%)
Financial Processing & Project Reconciliation (25%)
Logistics, Transportation & Scheduling (25%)
Process Improvement & Systems Development (10%)
Team Leadership & Mentorship (5%)

THE TASKS

Crew Scheduling & Labour Management

Scheduling freelance crew using scheduling software and time tracking systems
Sending availability inquiries and job offers to a roster of hundreds of freelancers, following up by phone and text until every spot is confirmed
Managing crew bookings, confirmations, and real-time adjustments
Exporting and distributing call sheets for events
Coordinating onboarding for new contractors including documentation and rate setups
Managing vacation and time-off requests for full-time employees
Arranging cross-border crew travel including flights, accommodations, schedules
Serving as the primary communication hub for freelance contractors, including early morning or evening confirmations when timelines require it
Reviewing the schedule daily to confirm crew, timing, and risks for the next 24 to 48 hours
Leading labour forecasting and capacity planning for peak seasons
Serving as escalation point for complex scheduling conflicts, making independent decisions under tight timelines

Financial Processing & Project Reconciliation

Reviewing and processing contractor invoices
Verifying invoices against approved rates, hours worked, and project details
Cross-checking timesheets against call sheets and flagging discrepancies
Creating purchase orders in the system for every booking, per company policies and timelines
Tracking invoice status and resolving billing issues
Owning project close-outs and reconciling all expenses for profitability tracking
Maintaining organized records for contractor billing and payments
Overseeing project close-out accuracy and identifying profitability trends
Providing financial summaries and variance reports to leadership

Logistics, Transportation & Scheduling

Matching each event’s equipment load to the right truck or van, confirming vehicle availability, and preventing double bookings across concurrent events
Thinking every job through end to end: load-out, delivery timing, on-site needs, pickup, return, and what happens after
Managing vendor relationships including labour vendors and transportation providers
Coordinating with the warehouse on fulfillment and booking third-party transportation when the fleet is at capacity
Coming to the weekly operations meeting with answers ready on crew, vehicles, and timing for every upcoming event
Catching schedule changes from Account Managers and adjusting crew, timing, and transportation before they become problems
Maintaining accurate records in the company ERP system, with a sharp eye on times and details where one small error can derail an event
Handling last-minute changes and problem-solving during active events
Leading vendor negotiations on rates and service agreements
Owning logistics planning for large-scale multi-room events
Making real-time operational decisions independently during active events without escalating to senior leadership

Process Improvement & Systems Development

Researching and testing new tools, processes, and best practices
Implementing improvements to enhance efficiency and effectiveness
Spotting gaps beyond the existing SOPs and proposing practical solutions
Contributing to departmental development initiatives

Team Leadership & Mentorship

Training and mentoring junior coordinators on systems, workflows, and decision-making
Establishing standard operating procedures to reduce dependency on senior leadership
Providing prioritization guidance to team members during high-pressure periods
Modelling best practices and setting the standard for the coordination function

THE COMPANY

An established and growing events services company in the GTA, supporting a wide range of corporate and live events. The team is lean, collaborative, and down to earth, with plenty of variety from one week to the next.

THE OPPORTUNITY

Step into a manager level role at a fast-paced live events company during a pivotal growth stage. You will own the crew and logistics function with real autonomy, work directly with senior leadership, guide junior coordinators, and shape the processes that let the department scale. AV experience is not required; the team will support you on the technical side. Operators from event rental, production, touring, broadcast, catering operations, moving, or any fast-paced business that schedules people, vehicles, and equipment against hard deadlines will feel right at home.

EXPECTATIONS TIMELINE

By Month 1

Quickly master scheduling software, time tracking systems, and workflow management tools with limited formal training
Build relationships with key freelance crew members and vendor partners
Assess current scheduling and reconciliation processes and identify improvement opportunities
Run a daily 24 to 48 hour look-ahead and contribute to weekly operations meetings

By Month 3

Independently manage crew scheduling for multiple concurrent projects including complex multi-room events
Own contractor invoice processing, purchase orders, and project close-outs with minimal oversight
Lead vendor communications and handle booking confirmations autonomously
Act as a go-to resource for junior coordinators on systems and workflows

By Month 6

Own full cycle coordination during peak periods with full autonomy
Drive process improvements that reduce senior leadership involvement in day-to-day decisions
Coordinate cross-border logistics independently
Provide strategic input on labour forecasting and capacity planning

By Month 12

Establish yourself as the go-to point of ownership for crew scheduling, logistics and reconciliation
Document SOPs and help onboard new team members
Own vendor relationship management including rate negotiations
Provide input on operational scaling as the company grows

THE SKILL SET

3 to 5 years of relevant experience in operations, logistics, scheduling, or project coordination
Experience managing multiple projects and priorities at once in a fast-paced environment
Strong organizational skills and attention to detail
Comfortable working independently and making decisions
Clear communicator with internal teams and external partners
Comfortable with technology and quick to learn new systems; Google Sheets experience is an asset

ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.

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More about this job

Responsibilities

Manage crew scheduling, event logistics, transportation, vendor coordination, and operational decisions across multiple concurrent events. Process contractor invoices and purchase orders, reconcile project costs, improve workflows, and mentor junior coordinators.

Requirements

Requires 3 to 5 years of relevant experience in operations, logistics, scheduling, or project coordination, along with experience managing multiple priorities in a fast-paced environment. Candidates should be organized, detail-oriented, independent decision-makers, clear communicators, and comfortable learning new technology; Google Sheets experience is an asset.

Skills

Crew Scheduling
Labour Management
Logistics Planning
Transportation Coordination
Project Reconciliation
Invoice Processing
Purchase Order Management
Vendor Management
Labour Forecasting
Capacity Planning
Process Improvement
Team Leadership
Attention To Detail
Communication
Google Sheets
ERP Systems

Benefits

Standard Health Benefits
Phone Allowance

Visa sponsorship

Not detected in the job text

Keywords

Scheduling Software
Time Tracking Systems
Workflow Management Tools
Google Sheets
ERP System
Call Sheets
Crew Scheduling
Freelance Contractors
Labour Forecasting
Capacity Planning
Invoice Processing
Purchase Orders
Project Reconciliation
Profitability Tracking
Variance Reports
Event Logistics
Transportation Coordination
Vendor Management
Rate Negotiations
Cross-Border Travel
Warehouse Fulfillment
Standard Operating Procedures
Process Improvement
Live Events
Multi-Room Events

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