Business Operations Coordinator

Business Operations Coordinator

The Eclipse Foundation is one of the world's largest open source software foundations, with a proven track record of enabling developer-focused open source innovation earned over 20+ years. The Foundation is the home of numerous industry-leading projects and collaborations, including Adoptium, Software Defined Vehicle, Eclipse IDE, IOT and Jakarta EE. Supported by over 350 members globally, the Foundation has an established international reach and reputation.

The Business Operations Coordinator plays a vital role in ensuring the smooth and efficient functioning of our organization. This position blends office management, HR administration, executive support, accounting support, and systems coordination. The ideal candidate will be highly organized, proactive, and detail-oriented, with the ability to manage multiple priorities while supporting staff, leadership, and overall organizational growth globally. While our organization operates on a remote basis, we maintain a small office in Ottawa. The role is to serve as both a business operations coordinator in a physical and remote capacity. While the role can predominantly be done remotely, it is expected that the candidate will be readily available to be in the office as needed.

Responsibilities

• Manage the onboarding, orientation, and offboarding process for staff globally to ensure a seamless employee experience.
• Serve as a key user and administrator for systems such as JazzHR, and Lattice, including maintaining and updating employee records, including contact lists, hire dates, org charts.
• Create, administer, and compile results for employee engagement surveys in Lattice.
• Assist managers with recruitment activities, including scheduling interviews.
• Provide staff with clear information on benefits and policies, serving as a first point of contact for HR questions or needs.
• Assist with drafting, reviewing, and updating HR policies, programs, and documentation.
• Support leadership development and staff growth by scheduling training, webinars, and coaching opportunities.
• Perform regular bank reconciliations to ensure accurate financial records.
• Process and track employee expenses in compliance with company policy.
• Support the finance team with general bookkeeping tasks and other accounting duties as assigned.
• Oversee the scheduling and booking of team meetings, training sessions, and organization-wide events.
• Coordinate vendors, supplies, and office-related needs to maintain a productive workplace environment.
• Provide executive calendar management, scheduling, and meeting preparation support.

Education & Experience

• Minimum of a college diploma in Business Administration, Human Resources, Accounting, Office Administration, or a related field.
• 3+ years of experience in office management, HR coordination, or executive assistance (nonprofit or tech sector experience a plus).
• Strong organizational and multitasking skills, with attention to detail.
• Proficiency in systems such as NetSuite, JazzHR, and Lattice (or similar HRIS/ERP platforms) is an asset.
• Excellent written and verbal communication skills, including policy and program documentation.
• Experience supporting leadership development, staff training, or coaching initiatives.
• A proactive problem-solver who can anticipate needs and manage responsibilities independently.

Location: A blend of in-office/remote work (Ottawa, Canada) Type: Full-time

We offer highly competitive compensation along with a comprehensive benefits package. We thank all applicants for their interest; however, only those to be interviewed will be contacted.