Overview
Workplace Coordinator Jobs in Ottawa, Canada at Canadian Medical Protective Association
Workplace Coordinator
(Fully On-Site in Ottawa, ON)
Contributing to the CMPA
The Corporate Services department provides strategic stewardship of the Association’s physical assets and property portfolio, enabling effective and efficient operations across the organization. The department delivers integrated purchasing, supply chain management, leasing, contract management, archiving, and information intake services, and provides strategic leadership and coordination for organizational events and meetings that support business objectives and stakeholder engagement. Corporate Services also advances enterprise risk management by ensuring robust fire and life safety, business continuity, insurance, and physical security frameworks that protect people, property, and continuity of operations.
Position Overview
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.
Position Activities Conference Centre & Event Coordination
- 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
Workplace Services & Space Management
- 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
Catering & Food Services Administration
- Acts as the primary administrator and subject matter expert for Cater Trax
- 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
Health, Safety & Security Support
- 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
- Liaises with property management, security, and external partners regarding safety, access, and emergency requirements
Financial Processing & Reporting
- 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
General Support
- Participates in team meetings, cross-functional initiatives, and special projects
- Provides backup coverage and performs other related duties as…
Title: Workplace Coordinator
Company: Canadian Medical Protective Association
Location: Ottawa, Canada
Category:
