Operations Coordinator

PAL; Ottawa; On-site; CAD 70,000 - 90,000; Full time

Benefits offered by this job

Health benefits

Pension Plan with Employer Matching

Employee Stock Purchase Plan

Tuition Assistance

Employee Assistance Programs

Job summary

PAL Aerospace is seeking an Operations Coordinator to support the FWSAR program in Ottawa, ON. This blended role combines project coordination with office operations, providing exposure to project controls, scheduling, governance, risk management and executive administration.

The successful candidate will gain experience across program reporting, stakeholder engagement and cross-functional collaboration while supporting day-to-day Ottawa office activities and ensuring efficient workplace

Qualifications

• Proficient in Microsoft Office Suite, MS Project and SharePoint for project coordination and reporting.
• Experienced in supporting large-scale projects, programs or operational initiatives.
• Excellent organizational, administrative and communication skills.
• Ability to coordinate multiple priorities in a fast-paced environment.
• Attention to detail and accuracy; able to work with senior leaders and executives.
• Must be able to obtain and maintain a Government of Canada SECRET security clearance.
• Willingness to travel within Canada.

Responsibilities

• Plan, schedule and coordinate activities for upcoming and existing projects.
• Coordinate project reporting, stakeholder communications, governance reviews, and project meetings; support decision-making and program execution.
• Prepare program reports, briefing materials, meeting documentation, action items, and communications for stakeholders.
• Monitor project status, milestones and schedule performance; support corrective actions for timely delivery.
• Support ITB/VP data collection and reporting; maintain project controls, schedules and risk registers.
• Support program financial and performance reporting through data collection, budgeting and forecasting.
• Coordinate activities and deliverables to achieve program objectives and deadlines.
• Collect and prepare program data and metrics for reporting and decision-making.
• Support development and improvement of program processes and tools.
• Coordinate travel arrangements and expense reporting for Ottawa-based leaders.

Skills

Strong organizational skills

Administrative skills

Communication skills

Ability to coordinate multiple pri or

Attention to detail

Experience working with executives

Security clearance eligibility

Travel within Canada

Tools

Microsoft Office Suite

MS Project

SharePoint

Job description

Challenge, reward, and opportunity; PAL Aerospace is committed to offering them all. PAL Aerospace is a leader in international aerospace and defense design, development and operation of airborne surveillance aircraft, heavy maintenance checks and software applications. We provide a wide range of aviation and related services to domestic and international markets. Our Fixed-Wing Search and Rescue (FWSAR) Aircraft Maintenance team works side by side with the RCAF technicians and crews, maintaining the latest in search and rescue Aircraft technology in the Royal Canadian Air Force on CC295 aircraft.

PAL Aerospace is currently looking for an Operations Coordinator, to join our FWSAR team in Ottawa, ON.

This is a blended role combining project coordination responsibilities with Ottawa office operations support. The successful candidate will support PAL Aerospace's FWSAR Program while coordinating day-to-day Ottawa office activities and supporting workplace operations.

This position offers an excellent opportunity for a motivated individual to develop project management knowledge and experience through participation in a large-scale aerospace and defence program. The successful candidate will gain exposure to project controls, scheduling, reporting, governance, risk management, stakeholder engagement, and program execution while supporting office operations and executive administration.

Duties and Responsibilities:

FWSAR Project Coordinator

• Plan, schedule and coordinate activities for upcoming and existing projects.
• Coordinate project reporting, stakeholder communications, governance reviews, and project meetings to support effective collaboration, decision-making, and program execution.
• Prepare program reports, briefing materials, meeting documentation, action items, and communications for internal and external stakeholders.
• Monitor project status, milestone achievement, and schedule performance, supporting corrective actions to ensure timely delivery.
• Support the ITB/VP Manager with program ITB/VP data collection and reporting.
• Maintain project controls, schedules, risk registers, and performance metrics, monitoring progress against the baseline plan and supporting corrective actions when required.
• Support program financial and performance reporting through data collection, budget analysis, forecasting, reporting methods.
• Coordinate project activities and deliverables to support achievement of program objectives and target dates.
• Collect and prepare program data and metrics to support reporting and decision-making.
• Support the development, and continuous improvement, of program business processes and tools.
• Support reporting to senior management, external stakeholders, and customers.
• Coordinate and support internal and external project review meetings.
• Maintain project files, archived records, and reporting documentation.
• Implement and maintain program document configuration and records management processes.
• Provide project administrative support and perform other duties as assigned.

Ottawa Office Operations Coordinator

• Serve as the primary liaison with building management for office access, parking, gym access, facility maintenance, and general office administration.
• Coordinate the procurement, inventory, and distribution of office supplies and team-branded merchandise.
• Support facility and workplace initiatives, including office moves, equipment management, and local IT coordination.
• Support local IT activities, including equipment setup and coordination with corporate IT resources.
• Coordinate maintenance and servicing of Ottawa office equipment, including photocopiers, shredders, and Teams Hubs.
• Serve as the Office Fire Marshal and coordinate all fire drills, emergency preparedness activities and emergency response procedures.
• Act as Health & Safety lead for the Ottawa facility.
• Coordinate office visits, meeting space reservations, off-site venue arrangements, and catering services for meetings and events.
• Serve as the primary point of contact for visitors and office space requests.
• Provide administrative support to Ottawa-based executives and visiting executives.
• Coordinate travel arrangements and prepare expense reports for Ottawa-based senior leaders.
• Perform other related duties as assigned

Qualifications and Skills

Essential:

• Proficient in Microsoft Office Suite, MS Project, and SharePoint.
• Experience supporting large-scale projects, programs or operational initiatives
• Strong organizational, administrative, and communication skills
• Proven ability to coordinate multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Experience working with senior leaders and executives
• Demonstrated ability to build and maintain effective working relationships.
• Ability to work independently and collaboratively within a team environment.
• Ability to obtain and maintain a Government of Canada SECRET security clearance
• Flexibility to adjust to shifting priorities and deadlines.
• Ability to travel within Canada

Desired:

• Advanced MS Project and MS Excel skills (Power Query, Data Model, dashboards, reporting tools etc.)
• Familiarity with project coordination, project controls, scheduling, or reporting activities.
• Familiarity with military in-service support programs
• Practical experience with commercial Maintenance Repair & Overhaul (MRO) operations activities considered an asset
• Familiarity with the coordination of MRO logistical operations
• Experience working with the Department of National Defence (DND) or within the defence industry.
• Experience working with aircraft maintenance or aerospace program environments considered an asset.

What We Offer:

• Personal travel privileges with PAL and interline agreements with multiple airlines
• Industry discounts
• Comprehensive health benefits including medical, dental, vision, and life insurance
• Pension Plan with Employer Matching
• Employee Stock Purchase Plan
• Employee Tuition Assistance Program
• Employee and Family Assistance Programs

PAL Aerospace is committed to fostering an inclusive work environment that celebrates and encourages diversity, equity, and inclusion whereby individuals are recognized, supported, and respected. Candidates of all backgrounds are encouraged to apply.

Only those candidates selected for an interview will be contacted. Thank you.