Workplace Coordinator Jobs in Ottawa, ON

Add your latest resume to match with open positions.

VP/Director of Finance

Ottawa, ON
remote
Permanent
130000.00 - 140000.00 CAD / Yearly
Controller (Bilingual)Location: Downtown Ottawa | Free ParkingIndustry: Not-for-Profit | Unionized EnvironmentOur client, a well-established national not-for-profit organization, is seeking a fully bilingual Controller to lead finance and administrative operations in a unionized environment. Reporting to senior leadership, this role supports an annual budget of approximately $41M and is responsible for financial stewardship, compliance, reporting, payroll oversight, and administrative leadership across national and regional offices.This is an excellent opportunity for a hands-on, collaborative finance leader who enjoys working in a mission-driven organization and can balance strategic insight with day-to-day operational execution.Key ResponsibilitiesFinancial Management & Reporting<ul><li>Lead the preparation and coordination of the annual operating budget of approximately $41M.</li><li>Oversee day-to-day accounting operations, including internal controls, cash flow, accounting policies, and investments.</li><li>Prepare financial statements, management reports, budget-to-actual analyses, and other financial reporting for leadership.</li><li>Monitor financial performance, investigate variances, and provide recommendations to senior leaders.</li><li>Ensure compliance with all statutory and regulatory requirements, including CRA, payroll, and Statistics Canada filings.</li><li>Act as the primary contact for internal and external audits and coordinate all related activities.</li><li>Support contract review and negotiations for goods, services, and cost-saving opportunities.</li><li>Provide financial guidance to internal stakeholders, vendors, financial institutions, and external partners.</li><li>Maintain and monitor membership-related financial and reporting data across multiple bargaining units.</li></ul>HR, Payroll & Administration<ul><li>Oversee payroll administration, employee benefits, and HR-related budget impacts.</li><li>Ensure compliance with collective agreements, employment legislation, and internal policies.</li><li>Support hiring administration, attendance tracking, benefits coordination, and employee support processes.</li><li>Promote a positive, inclusive workplace through strong HR and administrative practices.</li><li>Oversee office operations, facilities, equipment, reception, and administrative support functions.</li></ul>National & Regional Support<ul><li>Serve as a financial and administrative resource to national leadership and regional offices.</li><li>Provide guidance on financial procedures, compliance requirements, and administrative best practices.</li><li>Identify opportunities to improve processes and strengthen shared services across the organization.</li></ul>Team Leadership<ul><li>Supervise and mentor a team of 3 Bookkeepers and 5 Accounting Assistants.</li><li>Foster a culture of accountability, collaboration, and continuous improvement.</li></ul>
2026-11-09T23:36:13Z

Executive Assistant

Ottawa, ON
remote
Permanent
71000.00 - 87000.00 CAD / Yearly
We are partnering with an excellent Non for Profit organization that's looking to add a Bilingual Executive Assistant supporting a VP. This is a full-time/permanent role. Advantages:-Competitive salary (71-87K)-Full benefits + pension-4 weeks vacation + sick, personal and appointment days-Closed between Christmas - NYE-Hybrid (2 days on site/weekly) + flex hours-Excellent culture Responsibilities:<ul><li>Provides senior-level administrative and operational support to an Executive and their Division, helping manage daily operations, priorities, and workflow.</li><li>Oversees the Division’s administrative functions, maintains consistent office procedures, and manages filing, inventory, mailing, database, and correspondence tracking systems.</li><li>Reviews incoming and outgoing correspondence, reroutes and tracks items as needed, develops templates and tools, gathers research and statistical information, and ensures timely follow-up on assignments, reports, and projects.</li><li>Handles highly confidential corporate, financial, and human resources information with discretion, professionalism, tact, and diplomacy.</li><li>Acts as coordinator and secretary for committees and working groups by arranging logistics, preparing agendas, recording and distributing minutes, and ensuring decisions and action items are followed up on promptly.</li><li>Supports recurring meetings, calendars, workplans, hospitality, events, and reception of guests, and may assist with local, national, and international event participation.</li><li>Drafts, reviews, edits, and coordinates documents for the Executive, including correspondence, reports, service contracts, speeches, briefing materials, forms, and minutes.</li><li>Checks documents for completeness, grammar, style, formatting, and accuracy; coordinates translation and proofreading; prepares bilingual materials in English and/or French as required; and may translate short documents.</li><li>Liaises on behalf of the Executive with senior internal contacts, member institutions, government representatives, outside organizations, and other stakeholders to obtain information, support decisions, and advance divisional objectives.</li><li>Screens requests and invitations, gathers background information for meetings and events, and ensures stakeholders receive the information needed to support strategic and operational goals.</li><li>Manages the Executive’s schedule by coordinating meetings, conference calls, and appointments, adjusting priorities as needed, and monitoring divisional deadlines and deliverables.</li><li>Advises employees on travel policies, arranges travel, prepares travel advances, reviews and processes travel claims, and submits expenditures to Finance.</li><li>Monitors budgets, prepares financial and activity reports, reviews expenses and invoices, assists with monthly financial statement corrections, and helps apply financial policies and guidelines within the Division.</li><li>Supports human resources and labour relations processes by coordinating with HR on job descriptions, staffing, classification, pay, benefits, disciplinary matters, salary actions, and performance appraisals, ensuring approvals and follow-up are completed.</li></ul>
2026-11-09T23:37:51Z

Project Controller

Ottawa, ON
remote
Permanent
85000.00 - 100000.00 CAD / Yearly
We are looking for a Project Controller to support the planning, coordination, and oversight of project activities in Ottawa, Ontario. In this role, you will partner with technical leads, planners, and cross-functional stakeholders to keep schedules, budgets, and deliverables on track. The successful candidate will help maintain project controls, monitor risks, and provide clear reporting that supports informed decision-making throughout the project lifecycle. Responsibilities:• Coordinate project control activities by working closely with work package leads, engineers, planners, and other stakeholders to support timely milestone delivery.• Maintain and update detailed project plans, including schedules, resource needs, key deliverables, and supporting documentation required for execution.• Provide ongoing scheduling support to project leads and help align daily activities with overall programme timelines and priorities.• Review progress against project targets, highlight schedule pressures or cost concerns, and communicate critical path impacts to relevant stakeholders.• Support risk management by assessing potential issues, tracking mitigation actions, and contributing to regular risk reporting.• Use project management and financial systems to assist with estimating, budget monitoring, scope adjustments, change control activities, and cost tracking.• Identify constraints, delays, and operational bottlenecks across the project lifecycle, and work with teams to resolve them efficiently.• Prepare and share status updates covering milestones, risks, blockers, budget considerations, and overall project performance.• Verify that deliverables meet required quality expectations and contractual obligations associated with the programme.• Participate in post-project reviews and audit activities to evaluate outcomes and recommend improvements for future delivery.
2026-11-09T23:38:57Z

Receptionist

Ottawa, ON
remote
Temporary
22.16 - 25.66 CAD / Hourly
We are looking for a detail-oriented Receptionist to support day-to-day front desk operations for an Information Technology environment in Ottawa, Ontario. This Contract position is ideal for someone with strong communication abilities, sound judgement, and a highly organized approach to administrative support. The successful candidate will create a welcoming first impression while managing calls, correspondence, scheduling, and general office coordination with accuracy and discretion. Responsibilities: • Welcome visitors, respond to general inquiries, and ensure the front desk operates in a courteous and efficient manner. • Manage a multi-line phone system by directing incoming calls promptly and taking clear, accurate messages when required. • Coordinate calendars and arrange appointments, meetings, and other scheduling requests to support daily business activities. • Prepare, send, and monitor email communications while maintaining a high standard in all written correspondence. • Enter and update information in internal records, spreadsheets, and administrative documents with a high level of accuracy. • Maintain organized filing systems for physical and electronic documents so information can be retrieved quickly when needed. • Provide administrative support using Microsoft Word, Excel, and Outlook to assist with reports, tracking, and routine office tasks. • Collaborate with internal staff and external contacts to help ensure smooth communication and a positive service experience.
2026-11-07T21:46:35Z

4 results for Workplace Coordinator in Ottawa, ON