BUSINESS OPERATIONS COORDINATOR

Location: Ottawa, Ontario
Position Type: Full-Time
Salary Range: $75,000 - $90,000 per year (commensurate with experience)

Overview

HM Aero is experiencing continued growth in the volume and complexity of its projects, clients, business development initiatives, and internal operations. To support this growth, we are seeking a Business Operations Coordinator to help manage the administrative, financial, business development, and operational functions of the company.

This role is intended to allow our technical staff and project managers to focus on client service and project delivery by providing coordination and support across the firm's business operations, business development activities, project administration processes, employee programs, and corporate initiatives.

The successful candidate will become an integral member of our team and will have the opportunity to contribute to all aspects of the business while helping support the continued growth and success of the firm.

Candidates with experience supporting consulting, engineering, architecture, environmental, planning, construction, or similar professional services organizations are strongly encouraged to apply.

About HM Aero

HM Aero is a specialized aviation consulting firm providing planning, engineering, environmental, and strategic advisory services to airports, government agencies, and private-sector clients across Canada. As our firm continues to grow, we are seeking an organized, proactive, and detail-oriented professional to support the day-to-day administration and operations of our business.

Job Description

The successful applicant will work directly under the supervision of the firm's President and Senior Project Director and will play a key role in supporting business operations, project administration, business development activities, and office management functions.

This position is ideal for an individual who enjoys working in a fast-paced professional services environment and is comfortable managing a diverse range of responsibilities with a high degree of independence and professionalism.

This position is based in Ottawa and requires regular in-office attendance. Over time, the successful candidate will have the opportunity to transition to a semi-remote/hybrid work arrangement based on performance, role requirements, and operational needs.

Responsibilities

The successful candidate will be responsible for a variety of business operations and administrative functions, including:

- Assemble proposals, qualifications packages, presentations, and other marketing and business development submissions;
- Monitor and distribute business development opportunities, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and tender notices;
- Prepare and administer subconsultant agreements, change order forms, and other project delivery documentation;
- Assist with project financial administration, including budget tracking, accruals,



invoicing support, and project reporting;
- Review, track, and maintain employee timesheet records;
- Coordinate and process employee expense claims;
- Maintain vendor and supplier records;
- Support employee recruitment activities, including coordinating job postings, scheduling interviews, onboarding activities, and maintaining recruitment records;
- Maintain employee training, certification, and professional development records;
- Support company social media accounts, website updates, and marketing initiatives;
- Leverage AI tools and platforms to improve administrative efficiency, support proposal development, streamline business processes, assist with content creation, and enhance overall organizational productivity;
- Assist with scheduling, calendar management, and executive support functions;
- Coordinate staff meetings, corporate events, team-building activities, and employee functions;
- Maintain electronic and hard-copy filing systems and company records;
- Coordinate office supplies, equipment, and general office administration activities;
- Coordinate incoming and outgoing mail, courier deliveries, and other office correspondence; and
- Collaborate with the HM Aero team on business operations, project delivery, and strategic initiatives.

Qualifications

The ideal candidate will possess practical experience supporting the administration and operations of a project-based professional services organization and be comfortable managing a broad range of administrative, financial, and business development support activities.

Required Qualifications

- Minimum 4 to 5 years of relevant experience supporting the operations of a consulting, engineering, architecture, environmental, planning, construction, or similar professional services organization;
- Postsecondary education in Business Administration, Office Administration, Project Administration, Accounting, Marketing, Communications, Management, or a related field is preferred;
- An equivalent combination of education, training, and relevant qualified experience will also be considered;
- Excellent organizational, prioritization, and time-management skills;
- Strong verbal and written communication skills;
- Ability to manage multiple assignments simultaneously and work independently with minimal supervision;
- High level of professionalism, discretion, and attention to detail;
- Strong interpersonal skills and the ability to work effectively with clients, subconsultants, suppliers, and staff;
- Full working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams; and




- Experience utilizing AI-powered productivity tools (e.g., Microsoft Copilot, ChatGPT, Claude, Gemini, or similar platforms) to improve efficiency, automate routine tasks, support content development, or enhance business processes.

Preferred Qualifications

- Experience coordinating proposals, qualifications packages, and business development submissions;
- Experience supporting project budgets, invoicing, financial tracking, or accrual reporting;
- Experience administering contracts, subconsultant agreements, or project documentation;
- Experience managing social media platforms, websites, or marketing materials;
- Experience with bookkeeping, accounting, or office financial administration;
- Experience using AI-based business productivity, content development, or workflow automation tools;
- French language skills; and
- Valid Ontario driver's licence.

Compensation & Benefits

- Competitive salary of $75,000 to $90,000 per year, commensurate with experience;
- Flexible work arrangements following an initial in-office onboarding period;
- Opportunities for professional growth and development; and
- Supportive and collaborative team environment.

Why Join HM Aero?

HM Aero offers a collaborative and flexible work environment where employees have the opportunity to make meaningful contributions to the continued growth and success of the company. This role provides exposure to all aspects of a professional consulting business, including project delivery, business development, financial administration, corporate operations, and strategic planning.

The successful candidate will become an important member of a close-knit team and will have the opportunity to grow with the organization as it continues to expand.

Please submit your resume and a brief cover letter outlining your relevant experience and interest in the position.

Pay: $75,000.00-$90,000.00 per year

Benefits:

- Company events
- Dental care
- Employee assistance program
- Versatile schedule
- Paid time off
- Vision care
- Work from home

Application question(s):

- Are you willing to work regularly from out Ottawa Office?
- Please describe your experience using Microsoft Copilot, ChatGPT, Claude, Gemini, or similar AI tools in a professional setting.
- Please describe your experience supporting business operations, proposal preparation, project administration, or office management within a consulting or professional services organization.
- Describe a proposal, RFP, or qualifications submission that you coordinated. What was your role and what tools did you use to complete the submission?
- Do you have experience supporting project budgets, invoicing, accrual tracking, timesheet review or project financial administration? Please describe.
- Do you have experience preparing, administering, or coordinating contracts, subconsultant agreements, purchase orders, or change orders? Please describe.

Work Location: In person

📌 Business Operations Coordinator (Vanier)
🏢 HM Aero Aviation Consulting
📍 Vanier