About Lighthouse UAT

Headquartered in Toronto, Lighthouse UAT supports high-functioning operations through dedicated talent and project management solutions. We focus on placing critical operational talent and streamlining administrative execution across fast-moving initiatives. When organizations need reliability, clear communication, and process integrity, our teams deliver the infrastructure that keeps complex projects moving forward smoothly.

About the Role

Lighthouse UAT is seeking a detail-driven, proactive Multi HM Coordinator to join our team in Toronto, ON on a full-time basis. In this role, you will serve as the operational backbone for a dedicated logistics team, balancing complex scheduling demands, managing daily communications across multiple hiring managers and stakeholders, and ensuring that operational deliverables remain on track.

Logistics environments require high precision, responsiveness, and clear visibility into moving parts. As the primary scheduling and administrative link, you will resolve conflicting priorities, maintain calendar hygiene across concurrent workflows, and establish structured coordination practices that allow our logistics specialists to focus on execution.

What You'll Do

In this role, your core focus will be managing calendars, operational workflows, and team timelines. Key responsibilities include:

Centralize and manage complex schedules: Own the day-to-day calendar management for a small, specialized logistics team, resolving conflicts proactively and accommodating rapid adjustments in real time.
Liaise across multiple hiring managers: Act as the primary administrative point of contact for multiple managers, aligning interview, review, and briefing schedules to match project milestones.
Facilitate seamless operational communication: Draft, review, and distribute meeting agendas, briefing materials, and schedule confirmations to internal and external participants.
Track workflow deliverables: Monitor ongoing logistics schedules, identifying bottleneck risks early and communicating status updates clearly to team leadership.
Maintain operational records: Ensure tracking sheets, shared calendars, and internal documentation remain current, organized, and accessible to relevant stakeholders.
Coordinate logistics resources: Assist with booking facilities, scheduling virtual and on-site sessions, and confirming equipment or asset readiness ahead of critical operational reviews.
Identify process improvements: Continually evaluate coordination workflows and propose streamlined scheduling templates, communication cadence adjustments, or tracking enhancements.

What You'll Bring

To be successful in this position, you must have established experience managing multi-stakeholder scheduling in an organized, methodical manner:

Experience: A minimum of two (2) years of dedicated coordination experience, preferably within logistics, operations, or multi-manager corporate environments.
Scheduling proficiency: Demonstrated capability in managing overlapping calendars, juggling competing priorities, and resolving scheduling dependencies without supervision.
Communication skills: Clear, professional verbal and written communication suitable for collaborating with team leads, hiring managers, and external partners.
Technical literacy: Strong working familiarity with standard enterprise calendar and productivity suites (e.g., Microsoft Outlook/Office 365, Google Workspace) and team communication tools (e.g., Slack, Microsoft Teams).
Attention to detail: High accuracy when handling dates, times, time zones, attendee lists, and documentation.
Location: Ability to work full-time based out of Toronto, ON, adhering to standard local operational hours.

Nice to Have

Prior exposure to supply chain, transportation, or logistics operations.
Familiarity with enterprise Applicant Tracking Systems (ATS) or workforce management platforms.
Experience supporting more than three managers simultaneously across distinct workflows.

What We Offer

A stable, full-time operational coordination position within a growing Toronto-based organization.
Direct exposure to cross-functional teams and logistics planning.
A collaborative, structured team environment that values clear communication and reliable coordination.
Professional workspace in Toronto with access to standard operational tools and ongoing team support.