Workplace Coordinator

Canadian Medical Protective Association • Ottawa, ON

2d • $59,400 - $69,000 • Onsite

About The Position

The Workplace Coordinator plays a key role in supporting the organization’s workplace operations, facilities support functions, conference and event services, and food services administration. Acting as a subject matter expert for several enterprise tools, the position provides day-to-day and end‑to‑end workplace services, space coordination, conference and event support, and facilities administration to ensure employees, clients, and visitors can work and meet effectively. As a key point of contact across the organization, the Workplace Coordinator supports workplace logistics, systems, and service delivery while contributing to a safe, organized, and positive onsite experience. The Workplace Coordinator contributes to informed decision‑making through accurate financial processing, reporting, and system administration. Additionally, the role contributes to property and asset management, health and safety compliance, emergency preparedness, and physical security by working collaboratively with internal stakeholders, service providers, and property management contractors to support safe, efficient, and flexible workplace operations. The incumbent is required to work occasional or periods of planned overtime.

Requirements

• Minimum 2-year diploma or certificate from a post-secondary institution
• Minimum 4 - 6 years of related experience in office administration, facilities, or meeting planning
• Experience working with clients at all levels of an organization
• Experience working in a high volume, deadline driven environment
• Experience with invoicing or accounts receivable
• Experience with reservation, booking or catering software
• Experience using document management applications (e.g. Documentum) and Enterprise Resource Planning tools (e.g. Workday)
• Strong experience with office applications including MS Office Suite (Word, Excel, Outlook), internet browsers, and various databases
• Technical aptitude, including the ability to understand and troubleshoot basic audio-visual equipment
• Has obtained their First Aid Certification or is willing to complete the certification training upon hire
• Has obtained their JHSC certification part I and II or is willing to complete the certification training upon hire
• Ability to perform occasional periods of lifting objects weighing up to 20 lbs. / relocating furniture

Nice To Haves

• Bilingualism is an asset (English/French)

Responsibilities

• Coordinates internal and external space bookings, including client inquiries, room recommendations, costing, and confirmations
• Prepares and manages Facility License Agreements (FLAs) for external events
• Coordinates event logistics, room setups, signage, catering, parking, security, and after‑hours support
• Conducts pre‑ and post‑event client communications and gathers feedback for continuous improvement
• Provides front‑line support for workplace services including space usage, access cards, keys, lockers, and general facilities inquiries
• Coordinates employee onboarding and offboarding activities, ensuring timely workspace setup, system access, and record updates
• Supports flexible work arrangements through workspace assignments, furniture adjustments, and regular workplace inspections
• Coordinates workplace moves, furniture reconfigurations, and space adjustments in collaboration with internal teams and service providers
• Performs onsite support duties, welcoming employees and visitors and assisting with logistical needs
• Acts as the primary administrator and subject matter expert for CaterTrax
• Supports clients with catering orders, special requests, and system use
• Reviews orders for accuracy, coordinates delivery, and liaises with food service providers
• Maintains catering and café menus, pricing, signage, and content across platforms
• Supports workplace health and safety programs, including inspections, hazard tracking, corrective actions, and regulatory compliance
• Actively participates in Joint Health & Safety Committee (JHSC) activities, including meetings, inspections, documentation, and follow‑up on action items
• Supports emergency preparedness and response activities, including maintaining fire safety and evacuation plans, coordinating drills, and supporting emergency wardens
• Coordinates health and safety training compliance and maintains related records
• Liaise with property management, security, and external partners regarding safety, access, and emergency requirements
• Prepares, processes, and issues invoices for conference center bookings, catering services, and workplace events
• Tracks payments, follows up on outstanding accounts, and escalates issues as required
• Generates and maintains weekly, monthly, and annual financial and activity reports, including revenue, sales, utilization, and booking metrics
• Reviews catering and food services invoices for accuracy and alignment with system records
• Maintains organized financial documentation to support audits, approvals, and reporting requirements
• Contributes data and analysis to support budgeting, forecasting, and service planning
• Participates in team meetings, cross‑functional initiatives, and special projects
• Provides backup coverage and performs other related duties as assigned

Benefits

• The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.
• Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.
• We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree