Business Operations Coordinator

Eclipse Foundation; Ottawa; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading software foundation based in Ottawa is seeking a Business Operations Coordinator to ensure smooth organizational functioning. The candidate will manage HR administration, finance support, and office management effectively while being available for in-office tasks as necessary. Strong organizational and communication skills are essential along with relevant experience in office management or HR coordination.

Benefits

Highly competitive compensation

Comprehensive benefits package

Qualifications

• 3+ years of experience in office management or HR coordination.
• Experience in nonprofit or tech sector is a plus.
• Ability to manage multiple priorities effectively.

Responsibilities

• Manage onboarding, orientation, and offboarding process for staff.
• Perform regular bank reconciliations to ensure accurate financial records.
• Oversee scheduling and booking of team meetings and events.

Skills

Organizational skills

Proactive problem-solving

Detail-oriented

Communication skills

Education

College diploma in Business Administration or related field

Tools

NetSuite

JazzHR

Lattice

Job description

The Eclipse Foundation is one of the world’s largest open source software foundations, with a proven track record of enabling developer-focused open source innovation earned over 20+ years. The Foundation is the home of numerous industry- leading projects and collaborations, including Adoptium, Software Defined Vehicle, Eclipse IDE, IOT and Jakarta EE. Supported by over 350 members globally, the Foundation has an established international reach and reputation.

The Role

The Business Operations Coordinator plays a vital role in ensuring the smooth and efficient functioning of our organization. This position blends office management, HR administration, executive support, accounting support and systems coordination. The ideal candidate will be highly organized, proactive, and detail-oriented, with the ability to manage multiple priorities while supporting staff, leadership, and overall organizational growth globally. While our organisation operates on a remote basis, we maintain a small office in Ottawa. The role is to serve as both a business operations coordinator in a physical and remote capacity. While the role can predominantly be done remotely, it is expected that the candidate will be readily available to be in the office as needed.

Responsibilities

HR Administration

• Manage the onboarding, orientation, and offboarding process for staff globally to ensure a seamless employee experience.
• Serve as a key user and administrator for systems such as JazzHR, and Lattice, including maintaining and updating employee records, including contact lists, hire dates, org charts.
• Create, administer, and compile results for employee engagement surveys in Lattice.
• Assist managers with recruitment activities, including scheduling interviews.
• Provide staff with clear information on benefits and policies, serving as a first point of contact for HR questions or needs.
• Assist with drafting, reviewing, and updating HR policies, programs, and documentation.
• Support leadership development and staff growth by scheduling training, webinars, and coaching opportunities.

Accounting & Finance Support

• Perform regular bank reconciliations to ensure accurate financial records.
• Process and track employee expenses in compliance with company policy.
• Support the finance team with general bookkeeping tasks and other accounting duties as assigned.

Office & Operations Management

• Oversee the scheduling and booking of team meetings, training sessions, and organization-wide events.
• Coordinate vendors, supplies, and office-related needs to maintain a productive workplace environment.

Executive Support

• Provide executive calendar management, scheduling, and meeting preparation support.

Education & Experience

• Minimum of a college diploma in Business Administration, Human Resources, Accounting, Office Administration, or a related field.
• 3+ years of experience in office management, HR coordination, or executive assistance (nonprofit or tech sector experience a plus).
• Strong organizational and multitasking skills, with attention to detail.
• Proficiency in systems such as NetSuite, JazzHR, and Lattice (or similar HRIS/ERP platforms) is an asset.
• Excellent written and verbal communication skills, including policy and program documentation.
• Experience supporting leadership development, staff training, or coaching initiatives.
• A proactive problem-solver who can anticipate needs and manage responsibilities independently.

Location

Location: A blend of in-office/remote work (Ottawa, Canada) Type: Full-time

We offer highly competitive compensation along with a comprehensive benefits package. We thank all applicants for their interest; however, only those to be interviewed will be contacted. For more information about Eclipse Foundation, please visit our website at https://eclipse.org/

Eclipse respects the dignity and independence of people with disabilities and is committed to providing accommodation and support to persons with disabilities throughout any recruitment process, once made aware of a need for accommodation. If you require any special accommodation or support during the recruitment process, please indicate in your email to