Office Manager & Operations Coordinator

Work in Ottawa; Ottawa; On-site; CAD 80,000 - 100,000; Full time

Job summary

A leading fusion energy company is seeking an Office Manager & Operations Coordinator to handle office logistics, support HR duties, and ensure smooth operations. The ideal candidate has 3–5 years of experience in executive support, strong organizational skills, and proficiency in Microsoft 365. Join a dynamic team to build the future of fusion energy in Ottawa.

Benefits

Competitive medical, dental and vision benefits

Vacation and sick time

Small, tight-knit team

Qualifications

• 3–5 years of experience in executive support or office management role.
• Proven ability to manage fast-paced executive support needs.
• Experience in a startup or fast-paced environment is a plus.

Responsibilities

• Coordinate office logistics including supplies and vendor relationships.
• Support onboarding of new hires and maintain team rosters.
• Help maintain organized filing systems for company records.

Skills

Exceptional organizational skills

Multitasking skills

Strong communication abilities

Education

Bachelor’s degree or diploma in Business Administration or a related field

Tools

Microsoft 365

Notion

Job description

Overview

Tech companies are hiring in Ottawa. Work in Ottawa helps tech firms fill open positions quickly so they can grow and scale faster. We are excited to partner with Fusion Fuel Cycles (FFC) on their search for an Office Manager & Operations Coordinator.

Employment Type: Full Time

The Office Manager & Operations Coordinator at Fusion Fuel Cycles (FFC) plays a foundational role in enabling the day-to-day execution of a fast-paced growing fusion venture. Working closely with senior leadership this role ensures the smooth functioning of our multicultural office while supporting key corporate workflows, documentation and reporting processes across the business.

Job Summary

Act as the operational backbone of FFC, keeping our space organized, efficient, and ready to scale. Support company-wide coordination across document control, reporting, procurement and bookkeeping while enabling project delivery, vendor onboarding and internal systems setup.

We’re looking for someone who’s highly organized, detail-oriented and energized by startup environments. You’ll thrive here if you love building structure, wearing multiple hats and want to grow your skills across operations, business support and project coordination.

You’re a self-starter who doesn’t wait to be told what to do—you see what needs to get done and do it. You’re reliable, organized and clear in how you communicate.

Roles & Responsibilities

• Office & Administrative Operations: Coordinate office logistics including supplies, vendor relationships and general workspace support
• Support onboarding of new hires, maintaining team rosters and managing access to tools and platforms (e.g., Microsoft 365, Notion)
• Manage day-to-day calendars, meeting scheduling and logistics for company events or travel coordination
• Maintain organized filing systems (digital and physical) for company records and documentation
• Support HR duties from onboarding to administrative activities

• Document Control & Reporting Support: Format, proofread and finalize internal and external documents such as reports, presentations, proposals and grant submissions
• Track deliverables, document versions and submission deadlines across internal and external stakeholders
• Support compliance and funding-related documentation processes in coordination with finance and project leads

• Procurement & Financial Coordination: Support basic bookkeeping tasks including invoice tracking, expense reconciliation and vendor payment workflows
• Assist with vendor onboarding, contract templates and purchasing procedures in collaboration with the business operations team
• Help build and maintain templates, checklists and trackers to streamline repeatable processes across the company

• Culture & Events: Plan and execute company events, team-building activities and celebrations
• Promote a positive and inclusive company culture through various initiatives

• Accountability: Maintain a well-functioning professional office environment that supports the productivity of the full team
• Ensure accurate, timely coordination of reporting, documentation and administrative deliverables
• Support company-wide execution by enabling cross-functional workflows, vendor coordination and internal system upkeep
• Help foster a high-performing, positive and collaborative company culture

Qualifications / Skills Required

• Bachelor’s degree or diploma in Business Administration or a related field (preferred)
• 3–5 years of experience in an executive support or office management role
• Proven ability to manage fast-paced executive support needs while juggling operational priorities
• Exceptional organizational and multitasking skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft 365 and familiarity with AI tools like Notion
• Ability to handle confidential information with discretion
• Experience in a startup or fast-paced environment is a plus

About FFC

Fusion Fuel Cycles is building the foundation for the global fusion fuel supply chain, starting in Canada.

Spun out from Canadian Nuclear Laboratories and Kyoto Fusioneering, FFC combines 70 years of national lab expertise, private-sector execution and Japanese engineering excellence to develop the systems and infrastructure needed to power fusion pilot plants and transform the energy landscape.

At FFC you’ll work alongside world-class scientists, engineers and entrepreneurs pushing the boundaries of fusion readiness. We’re small, mission-driven, funded and scaling fast. If you’re energized by building from the ground up and want to play a meaningful role in bringing fusion energy to life, join us.

Benefits

• Competitive medical, dental and vision benefits
• Vacation and sick time
• Small, tight-knit team with low barriers to action
• Exposure to a wide variety of problems for unparalleled hands-on professional growth

We encourage all individuals who are excited about delivering fusion energy to the world to apply.

Work in Ottawa utilizes a secure closed AI environment for the initial screening of resumes, ensuring your data remains safe while helping us efficiently identify top candidates. We encourage all applicants to apply even if you do not meet every requirement; if you possess relevant skills, enthusiasm and eagerness to grow, we want to hear from you. To enhance your visibility, consider including relevant keywords in your resume.

If you require any accommodation during the hiring process, please reach out to the Talent Acquisition team.

Key Skills

Office Manager Experience, Microsoft Office, Customer Service, Computer Skills, Microsoft Outlook, Microsoft Word, QuickBooks, Medical office experience, Office Experience, Front Desk, Microsoft Excel, Administrative Experience

Experience: years

Vacancy: 1