Operations Coordinator

TalentSphere Staffing Solutions; Ottawa; On-site; CAD 29,000 - 32,000; Full time

Job summary

TalentSphere Staffing Solutions in Ottawa is seeking an Operations Coordinator to support day‑to‑day administrative operations in the Ottawa office. You will be organized, dependable, and service‑oriented, working with internal teams and external clients and visitors to ensure smooth operations.

Reporting to the Operations Manager, the role covers office operations, facilities coordination, and administrative functions, with on‑site support across client services.

Qualifications

• 2+ years of relevant professional experience.
• Proficiency with Microsoft Office and strong general computer skills.
• Excellent verbal and written communication skills with a professional and service‑focused approach.

Responsibilities

• Deliver day‑to‑day workplace and office services, including reception coverage.
• Receive, organise, and distribute communications and correspondence.
• Respond to employee, client, and visitor inquiries by phone, email, and in person.

Skills

Facilities management

Office administration

Customer service

Multitasking

Communication

Tools

Microsoft Office

Job description

Active Search

Our client is seeking an Operations Coordinator to support the day-to-day administrative operations of their Ottawa office. The successful candidate will be organized, dependable, service-oriented, and comfortable working with both internal teams and external clients and visitors. Reporting to the Operations Manager, this role will provide onsite support across a range of client services, office operations, facilities coordination, and administrative functions.

Corporate Operations

Ottawa, Ontario

Contract, Full-Time

Key Responsibilities

• Work collaboratively with the broader team to deliver day‑to‑day workplace and office services, including reception coverage.
• Answer incoming calls and welcome clients, visitors, and guests in a professional and courteous manner. Receive, organise, and distribute communications and correspondence as required.
• Respond to employee, client, and visitor inquiries by phone, email, and in person, providing timely and helpful assistance.
• Take ownership of assigned office processes and operational activities, identifying opportunities to improve the workplace experience and provide additional support to employees.
• Assist with resolving routine office and operational issues, escalating more complex matters to the appropriate team members when necessary.
• Follow established workplace, facilities, health and safety, and environmental procedures and maintain accurate records of completed activities.
• Assist with monitoring office‑related expenses and budgets, including identifying and communicating variances as required.
• Monitor office, kitchen, and general workplace supplies; maintain appropriate inventory levels, coordinate ordering, follow up on deliveries, and organise stock.
• Coordinate routine maintenance and repairs for office equipment and assist with troubleshooting issues to ensure equipment remains functional.
• Support the operation of audiovisual equipment and meeting technology, ensuring rooms are appropriately equipped and functional for meetings, presentations, and events.
• Liaise with building management and property maintenance regarding building, suite, and workplace requirements. Assist with employee access cards and communicate building‑related concerns to the appropriate internal contacts.
• Utilise workplace management systems, including helpdesk, document management, and room‑booking platforms, to record requests, track information, and escalate issues as appropriate.
• Coordinate the procurement of computer peripherals and other equipment for new employees as required, and assist with applicable onboarding documentation and processes.
• Provide operational support to other offices within the region on a virtual basis when required.
• Coordinate catering and assist with the set‑up and breakdown of internal meetings, client meetings, and office events.
• Maintain conference room schedules and assist with the coordination and organisation of meeting spaces.
• Maintain onsite and offsite records, files, and archiving in accordance with established procedures.
• Provide onsite support for office moves and workplace projects, including assisting with vendor coordination, file relocation, space decommissioning, and set‑up of new workspaces.

Key Qualifications

• 2+ years of relevant professional experience.
• Previous experience in facilities management, property management, office administration, corporate operations, customer service, or a related environment is preferred.
• Proficiency with Microsoft Office and strong general computer skills.
• Excellent verbal and written communication skills with a professional and service‑focused approach.
• Strong organisational skills and attention to detail, with the ability to manage multiple priorities.
• Strong critical thinking and prioritisation skills
• Positive, collaborative attitude and the ability to work effectively with employees, clients, vendors, and other stakeholders.
• Ability to work independently and take initiative when addressing day‑to‑day operational requirements.

Compensation

The successful candidate will receive hourly compensation at a rate of $21-23/hour + 4% vacation pay, paid weekly. This is an opportunity to gain further experience across workplace operations, office administration, facilities coordination, and client services within a professional environment.

Similar Job Titles

• Administrative Assistant
• Property Administrator
• Office Manager
• Facilities Coordinator
• Executive Assistant

Only applicants with the legal authority to work in Canada will be considered. Due to the high volume of applicants, only those shortlisted will be contacted