Operations Specialist

Mission

To empower small and medium-sized businesses and nonprofit organizations to innovate, secure funding, and align their operations with their social and environmental responsibility. Through expert SR&ED consulting, comprehensive fundraising strategies, and sustainability guidance, we help organizations drive their impact while fostering growth and development in the Atlantic Canadian region.

Vision

A thriving, sustainable, and innovative Atlantic Canadian region where small and medium-sized businesses and nonprofit organizations lead the way in redefining industry standards and community impact.

Values & Guiding Principles

Challenge: We ask “what are we missing?”, test assumptions, raise risks early, and push for better for our clients and our community.

Authenticity: We’re honest about capacity, flag uncertainty, speak clearly, and own mistakes fast.

Excellence: We double-check work, use templates, document decisions, and do it right the first time protecting clients and strengthening defensible claims.

Connection: We communicate early, collaborate openly, share context, and support teammates so clients feel cared for and our work strengthens the community.

Continuous Improvement: We learn together, share what works, and keep improving our tools and processes—so our service gets better for every client we support.

Perseverance: We follow through, stay steady through ambiguity, and close loops so clients feel supported from start to finish.

Job Title: Operations Specialist

Location: In-person in Saint John, New Brunswick

Type: Full-time, permanent

Applying: To apply please submit a cover letter and resume to ***email_hidden***

Compensation: Starting at $50,000, with a defined path to increased compensation as your responsibilities grow as well as competitive benefits including matching RRSPs, health and dental and wellness stipends.

Bloom Funding is a B-Corp certified, award-winning company recognized by Innovate NB for Inclusion & Empowerment, and we’ve helped organizations secure more than $30M in funding across Canada and beyond. You’ll join a fast-growing, mission-driven team that values excellent client service, strong systems, and continuous improvement.

About this role

If you love making things run smoothly, this role puts you right at the centre of how Bloom operates. You’ll coordinate important workflows, keep our systems and information organized, stay ahead of deadlines, and make sure things get followed through from start to finish. As you learn the business, you’ll take on greater ownership and have the opportunity to help improve how we work

Why this role is different

This is a great opportunity for someone who is organized, proactive, and ready to grow their operations experience. You'll be given clear processes and training while building increasing independence and ownership over recurring workflows. If you enjoy noticing what's missing, keeping information organized, following through, and making things easier for the people around you, you'll do well in this role

Duties and Responsibilities

Client & Operational Coordination Duties and Responsibilities

You'll keep the day-to-day details moving so our clients have a consistent, organized experience.

• Coordinate client onboarding, including estimates, agreements, authorizations, documentation, and other required information
• Support billing and invoicing processes, ensuring approved items are completed accurately and on time
• Coordinate meetings, calendars, agendas, and supporting materials
• Track outstanding client and operational items, complete follow-ups, and close loops
• Coordinate recurring operational workflows and deadlines using established processes and service standards

Systems & Business Administration

You'll keep the systems, records, and operational infrastructure Bloom relies on organized and up to date.

• Maintain accurate information across client, project, time-tracking, financial, and internal systems
• Coordinate day-to-day system administration, including user accounts, licenses, permissions, subscriptions, renewals, and system documentation
• Maintain accurate and organized records for key operational resources, agreements, and business information
• Support the operational coordination of employee onboarding and offboarding, including accounts, access, and required documentation
• Organize approved SOPs, checklists, templates and other operational resources, and flag when updates are needed
• Track recurring business requirements and deadlines, including renewals, registrations, insurance, subscriptions, and other important dates
• Support routine purchasing and expense documentation

Operational Monitoring & Follow-Through

You'll help make sure nothing falls through the cracks and give visibility into areas that need attention.

• Monitor outstanding items, upcoming deadlines, renewals, missing information, and workflow bottlenecks
• Identify and resolve routine gaps or inconsistencies before they become larger issues
• Prepare a monthly operational summary highlighting outstanding items, upcoming deadlines, exceptions, and issues requiring review or decision
• Flag issues that require a decision, approval, or escalation
• Support the implementation of process and system improvements and help ensure changes are followed consistently

Where this role can grow

As you develop and gain experience, you can take more ownership of operational workflows, system administration, documentation standards, reporting, and process improvements that help Bloom scale.

How we support you

You’ll receive clear training on Bloom’s workflows, systems, and service standards. We’ll support you in building strong operational judgment, learning our tools, and taking increasing ownership as you develop in the role.

Who this is for

We’re looking for someone who is organized, proactive, detail-oriented, and genuinely enjoys making things run smoothly.

Required

• Strong organizational skills and exceptional attention to detail
• Experience in an administrative, operations, client service, project coordination, or similar role
• Comfort working with CRM, client management, project management, time-tracking, accounting, or similar business systems
• Strong technology skills and the ability to learn new software and platforms quickly
• Clear, professional written and verbal communication skills
• A proactive approach to identifying missing information, following up, and closing the loop
• Ability to work independently, prioritize effectively, and take ownership of recurring responsibilities once trained
• Sound judgment and discretion when handling confidential client and business information
• Strong initiative and a problem-solving mindset

Assets that stand out

• Experience in professional services, consulting, funding, or another client-service environment
• Experience supporting billing, client onboarding, document coordination, or database administration
• Experience with CRM, accounting, client management, project management, time-tracking, workflow automation, or similar business systems

To apply please submit a cover letter and resume to ***email_hidden***