Workplace Coordinator

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…