Senior Coordinator - Operations, Workplace Operations

CGI Njoyn; Ottawa; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Retirement Planning Program

Generous vacation days

Work-life balance

Learning and Professional Development

Flexible benefits program

Job summary

CIHI seeks a Senior Coordinator - Operations to oversee office administration, space planning, and facilities management across Ottawa and other sites. You will drive relocations, space utilization, and security policy implementation, ensuring business continuity and adherence to CIHI procedures.

The role requires a degree in business or related field and 3-5 years in facilities/office administration, with strong MS Office and project planning capabilities.

Qualifications

• Bachelor's degree in Business Administration or related field.
• 3-5 years experience in office administration, facilities management, and space planning.
• Proven ability to lead large office relocation projects.
• Strong analytical and organizational skills with attention to detail.
• Excellent communication and interpersonal skills.

Responsibilities

• Coordinate office administration functions across multiple locations.
• Prepare purchase orders and liaise with suppliers for maintenance and services.
• Maintain space planning system and update accommodation/move/add changes.
• Develop long-term space allocation plans aligned with budget and growth.
• Oversee housekeeping, contractor services, and security protocols.

Skills

Analytical thinking

Problem solving

Organizational skills

Communication skills

Multitasking

Time management

Education

Undergraduate degree in Business Administration or related field

Equivalent combination of education and related experience

Tools

Microsoft Office Suite

Microsoft Project

Space planning software

Job description

Senior Coordinator - Operations, Workplace Operations

We are an organization comprised of industry thought leaders who are passionate about health data and want to make a difference in the health care field. We are an independent, not-for-profit organization and together with our partners we provide essential information on Canada's health systems, enabling decisions that lead to healthier Canadians. As a valued member of the CIHI team, you and your work will have a pivotal role in the evolution of Canada's health care systems.

CIHI is recognized as an exceptional place to work that embraces diversity, respect, integrity, collaboration and innovation. Learn about our Equity, Diversity and Inclusion Strategy and the work being done to create a more inclusive and welcoming organization by focusing on how we learn, govern and practise.

At CIHI, we recognize what matters to our employees. Some of the benefits of working at CIHI include

• Retirement Planning Program
• Generous vacation days for permanent and long-term contracts
• Work-life balance
• Learning and Professional Development Program
• Flexible benefits program from your first day on the job for permanent and long-term contracts

Why is this role important?

The Senior Coordinator - Operations is responsible for coordinating office administration functions including space utilization, physical security, facilities maintenance, and business continuity across multiple locations. This role coordinates complex projects such as office relocations and space planning, and supports the development and implementation of policies and procedures.

What you'll do

• 1. Prepare appropriate purchase orders for office supplies/furniture/equipment and arranges for maintenance of office equipment for assigned office sites. Acts as first line contact for suppliers; obtains and researches new supplier options and pricing.
• 2. Respond to facilities and security inquiries, ensuring adherence to policies and procedures.
• 3. Ensure that CIHI’s space planning system is up to date by providing accommodation/ move/ add/ changes within the system.
• 4. Work closely with Manager to develop long-term space allocation plans, in keeping with current and future budget and staff growth requirements.
• 5. Monitor and arrange for housekeeping and contractors’ services, including cleaning, general office maintenance, minor repairs and related services as required.
• 6. Process requests for building access and responds when security breaches are reported. Communicate policy and procedure to employees and ensures adherence to the policy.
• 7. Support the implementation of standards, policies, and procedures for office furniture, equipment, and physical security.
• 8. Maintain and update the business continuity management program, including emergency preparedness and exercises.

What you'll bring to the table

• Undergraduate degree in Business Administration or related field, or equivalent combination of education and related experience.
• 3-5 years experience in office administration, facilities management, and space planning.
• Proven ability to lead large office relocation projects and manage complex facilities operations.
• Strong analytical, problem-solving, and organizational skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite (Excel, Word, Access) and experience with space planning software or Microsoft Project is an asset.
• Ability to manage multiple priorities and work flexible hours, including evenings and weekends as required.
• Knowledge of BOMA standards and practices is an asset.

Additional Requirements

• Primary locations: Ottawa.
• Must comply with all CIHI workplace policies, including privacy and confidentiality.
• Occasional overtime or flexibility in hours may be required to support events, special projects or emergency circumstances.
• Fluency in English is required, bilingualism in both official languages is an asset.

At CIHI we are committed to fostering an inclusive, barrier-free and accessible environment. Part of this commitment includes arranging accommodations to ensure an equitable opportunity to participate in the recruitment and selection process. If you require an accommodation, we will work with you to meet your needs.

Data Privacy and Record Retention Notice

In accordance with Ontario’s legislation, CIHI is required to retain copies of this job posting and all associated application materials for a minimum of three (3) years from the date the posting is removed from public view.

By submitting your application, you acknowledge that your personal information and application data will be stored securely in our systems for this mandatory retention period to ensure compliance with provincial employment standards.