Remote Operations Coordinator

Operations Coordinator

The opportunity

The Canadian Resident Matching Service (CaRMS) is seeking an Operations Coordinator. Reporting to the Manager of Business Operations, the Operations Coordinator is a member of the Operations team and is responsible for supporting the administration and execution of the residency matching process.

This is a full-time, permanent,fully remote position. The successful candidate must be based in Canada, with occasional travel. Occasional overtime may be required to meet critical deadlines.

This role is ideal for an early-career professional who enjoys working with data, processes, and systems, has a strong attention to detail, and thrives in a deadline-driven environment. The successful candidate is analytical, highly organized, and motivated by improving operational effectiveness through continuous learning and process improvement.

Role and Responsibilities:

• Responsible for the administration and operational support of the residency matching process and platform operations.
• Supports the execution of match activities and validates operational data to ensure integrity, accuracy, and compliance with established timelines.
• Participate in the development, review, and maintenance of operational timelines, procedures, and business processes.
• Review and evaluate new system functionality, policy changes, and business requirements, incorporating updates into operational processes and documentation.
• Prepare operational reports, metrics, and ad hoc analyses as required.
• Develop and maintain process documentation, standard operating procedures, and operational guides.
• Support testing activities for new system releases, enhancements, and operational improvements.
• Participate in initiatives focused on continuous improvement of operational processes and service delivery.

• Provide support to the Client Services team during peak periods.
• Help maintain a high standard of customer experience by ensuring timely and accurate communication.

• Support cross-functional project teams as required.
• Provide operational guidance and knowledge sharing to colleagues and internal stakeholders.
• Other duties as assigned.

Mandatory Requirements:

• Bachelor’s degree in business administration, operations management, analytics, health or public administration, or a related field.
• Minimum 3 years of experience in operations, client services, administration, project coordination, or a related field.
• Strong critical thinking and organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
• Experience analyzing data and translating insights into operational improvements and insights.
• Excellent attention to detail and commitment to accuracy.

Preferred Requirements:

• Demonstrated ability to identify and improve business processes.
• Ability to learn and adopt new technologies, systems, and AI-enabled productivity tools.
• Experience participating in system implementations, testing, or operational change initiatives.
• Ability to work independently while collaborating effectively in a remote team environment.
• Proficiency with Microsoft 365 applications, particularly Excel, Teams, and SharePoint.
• Familiarity with customer relationship management (CRM) tools such as HubSpot or similar platforms.
• Bilingualism (English and French) is considered a strong asset.

The Successful Candidate:

The successful candidate brings experience in operations, administration, business coordination, or process management within a fast-paced and deadline-driven environment. They demonstrate a high degree of ownership and accountability and have a proven ability to manage complex operational activities involving multiple stakeholders, systems, competing priorities, and timelines.

They are highly organized, detail-oriented, and analytical, with strong time management, prioritization, critical thinking, and problem-solving skills. They exercise sound judgment and are comfortable making decisions based on operational data, business requirements, and organizational priorities, while maintaining a high level of data accuracy and attention to detail.