Operations Coordinator in Toronto

About the Company: WELLSTAR, a majority-owned subsidiary of WELL Health Technologies Corp., is Canada's leading provider of healthcare-focused technology solutions. WELLSTAR Clinical Platform Group (WCPG) is a growing organization focused on delivering technology solutions and operational value to clinics.

Position Summary: The Operations Coordinator will report to the VP Operations and play a critical role in supporting operational execution across multiple functional areas, including Account Management, Operations, Business Intelligence and Data, Regulatory Affairs, People & Culture, Leadership Cross-Functional Initiatives. This role is designed for someone who is highly organized and analytically curious. We are looking for someone who actively identifies opportunities to improve efficiency, streamline workflows, introduce structure, leverage AI, technology, and operationalizes scalable processes across the company.

What you will be doing:

• Operational Coordination & Execution: Coordinate recurring all-staff, cross department and leadership meetings; Prepare agendas, coordinate guest speakers, meeting materials, action trackers, and follow-up documentation; Coordinate on-site meetings, development workshops and logistics; Establish scalable KPI, deliverable and progress tracking framework across WCPG to ensure key stakeholders are informed; Support leadership execution priorities and operational follow-through; Identify opportunities where WCPG can execute operational consistency across departments.
• Process Improvement & Operational Efficiency: Integrate new employee assets, company SOPs, contracts, templates into a WELLSTAR Clinical Platform Group operational framework; Identify manual or high friction workflows that can be improved with measurable outcomes; Support standardization WCPG operational processes, onboarding, business data insights and documentation; Establish a framework platform to accelerate team coordination, communication, and accountability processes; Support implementation of scalable operational systems and tooling.
• Reporting & Analytics Support: Support KPI tracking and operational reporting; Maintain and improve operational dashboards and trackers; Assist with Excel- and Power BI-based reporting initiatives; Support data organization, cleanup, and reporting workflows; Help operationalize recurring reporting processes to reduce manual effort.
• Cross-Functional Coordination: Support communication and coordination across operational teams; Help facilitate alignment between departments and leadership stakeholders; Support special projects and operational initiatives as required; Ensure key priorities continue moving forward in a fast-paced environment.

You have:

• 2–5 years of experience in operations, coordination, project support, business operations, analytics support, or similar roles.
• Experience working in fast-paced or growing organizations preferred.
• Healthcare, SaaS, startup, consulting, or operational support experience considered an asset.
• Strong organizational and coordination skills.
• Advanced proficiency in Excel and/or Google Sheets.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities and stakeholders simultaneously.
• Comfort working independently in dynamic environments.
• Power BI experience.
• Operational reporting and dashboard experience.
• Workflow/process improvement experience.
• Familiarity with project management and tools (Monday.com, JIRA).
• Exposure to AI tools, automation tools, or operational technology platforms.

Who Will Thrive in This Role: The ideal candidate is highly accountable, execution-oriented, process-minded, organized under pressure, resourceful and solutions-focused, comfortable with ambiguity, and naturally proactive, curious and interested in improving how organizations function.

This role is ideal for someone who enjoys building structure, supporting leadership priorities, coordinating moving pieces, and making operations more efficient and scalable.

What Success Looks Like: Meetings cadences run smoothly and consistently; WCPG operational visibility and accountability increases and is measurable; Business insights and reporting becomes available, streamlined and scalable; Manual processes are reduced over time; Teams experience stronger coordination and communication; Operational complexity becomes easier to manage as the organization grows.

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate. WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions. WELL has been independently certified as a Great Place to Work by the Great Place to Work Institute Canada. This recognition reflects our commitment to building a workplace culture rooted in trust, inclusivity, and employee well-being.