Senior Coordinator - Operations, Workplace Operations

Canadian Institute for Health Information (CIHI); Ottawa; On-site; CAD 75,000 - 95,000; Full time

Job summary

Canadian Institute for Health Information (CIHI) is seeking a Senior Coordinator - Operations to coordinate office administration, space planning, and security across CIHI locations. You will manage relocations, maintenance, and policy implementation while supporting business continuity and incident response.

The role requires 3–5 years in office/facilities roles, strong analytical and communication skills, and proficiency with Microsoft Office and space planning tools.

Qualifications

• 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 space planning software/Microsoft Project.

Responsibilities

• Prepare purchase orders for office supplies/furniture/equipment and arrange maintenance; liaise with suppliers.
• Respond to facilities and security inquiries, ensuring adherence to policies.
• Maintain CIHI’s space planning system with moves/adds/changes.
• Assist in developing long-term space allocation plans aligned with budgets and growth.
• Coordinate housekeeping and contractor services for offices.
• Process building access requests and communicate security policies.
• Support standards/policies for office furniture, equipment, and security.
• Maintain and update the business continuity program and emergency drills.

Skills

Analytical skills

Problem-solving

Organizational skills

Communication skills

Interpersonal skills

Office administration experience

Relocation project leadership

Multi-priority management

English fluency

Education

Undergraduate degree in Business Administration

Tools

Microsoft Office Suite

Excel

Word

Access

Space planning software

Microsoft Project

Job description

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: Toronto or 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.

We thank all those who apply, however, only candidates selected for an interview will be contacted.

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.