Operations Specialist

Operations Specialist

Build better systems. Keep important work moving. Use technology to make operations simpler, stronger, and more reliable.

Who We Are

Owen & Associates is a people-first Canadian advisory firm specializing in employee benefits, retirement solutions and plan administration. Our purpose is simple: to take care of people.

Our vision is to set a new standard for the benefits experience in Canada, for employers and their people. We pursue that vision by combining exceptional people, deep Canadian expertise and intelligent technology to make benefits easier to manage, easier to understand and better to experience.

For almost 30 years, we have helped organizations of all sizes, including some of the world’s most recognized technology companies, create better outcomes for their employees. With close to 60 employees across Canada, we continue to grow through trusted guidance, strong relationships, thoughtful innovation and a collaborative culture.

About the Role

The Operations Specialist keeps projects, processes, documentation, and compliance activities moving across Owen & Associates. You will connect people, priorities, and information; track commitments; support clear follow-up; and help improve how work gets done.

Practical proficiency with Microsoft Copilot is a requirement. You will use Copilot and other approved digital tools thoughtfully to support research, drafting, analysis, documentation, meeting preparation, and operational workflows.

What You’ll Do

• Develop and maintain SOPs, process maps, workflows, templates, and organized document repositories.
• Coordinate cross-functional projects, meetings, action items, risks, decisions, milestones, and deliverables.
• Lead and facilitate internal and external meetings and calls when required, including setting the agenda, guiding the discussion, clarifying decisions and next steps, and ensuring appropriate follow-up.
• Support audits and compliance activities, including evidence gathering, registers, records, corrective actions, and audit-ready documentation.
• Work with employees, leaders, vendors, consultants, auditors, and other stakeholders to keep priorities moving.
• Support system implementations, testing, training materials, change initiatives, and operational readiness.
• Use Microsoft Copilot, automation, and approved technology to reduce manual work and improve efficiency, quality, consistency, and stakeholder experience.

What You Bring

• Three or more years of experience in operations, administration, project coordination, document control, compliance support, or a related role.
• Strong planning, organization, communication, problem-solving, and follow-through skills.
• Exceptional attention to detail and the ability to manage multiple stakeholders, deadlines, and dependencies.
• Strong proficiency with Microsoft 365 and demonstrated practical proficiency using Microsoft Copilot in a professional environment.
• Sound judgement when using AI, including verifying outputs and protecting confidential information.
• Comfort working within structured compliance frameworks and following issues through to resolution.

Nice to Have

• Experience with system implementations, testing, training, audits, evidence gathering, or change initiatives.
• Familiarity with quality management, privacy, information security, FINTRAC, HR, or health and safety requirements.
• Project management, process improvement, Lean Six Sigma, or related education or training.
• Experience implementing AI-enabled, automated, or technology-supported improvements.

Why Join Owen & Associates

Our values shape how we work together, serve our clients, partners and members, and contribute to our community.

We take care of people. You’ll join a team-first environment where colleagues support one another, build trust, communicate respectfully, and help others succeed.

We own the outcome. People follow through on commitments, communicate early, take responsibility for results, and contribute to shared success.

We make it simple. We value sound judgement, continuous learning, and the ability to turn complex work into clear, practical, high-quality outcomes.

We keep improving. You’ll have opportunities to strengthen systems, use technology thoughtfully, support meaningful change, and build for the future.

What We Offer

• Meaningful work that improves systems, strengthens operations, and contributes to high-quality client outcomes.
• Opportunities to participate in charitable initiatives, community activities, and team events.
• Ongoing learning and development that supports professional growth and long-term career progression.
• A competitive total rewards package, including benefits, retirement savings programs, and programs supporting employee well-being and professional development.

Additional Information

This job posting is for an existing vacancy. The successful candidate must complete a background check. Artificial intelligence and job-related assessments may be used to assist in screening applications; all employment decisions involve human review.

Equal Opportunity & Accessibility

Owen & Associates is committed to an inclusive and accessible workplace. We welcome applications from all qualified individuals. Accommodations are available upon request throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).