Occupational Health & Return-to-Work Coordinator

Title: Occupational Health & Return-to-Work Coordinator

Location:1815 Bantree Street, Ottawa, Ontario OR 145 Walgreen Road, Ottawa, Ontario OR 505 Miller Avenue, Markham, Ontario.

Position Type: Permanent Full-Time

Reporting To: Senior Manager, Rewards & Recognition

Start Date: Immediately

Hours: Monday to Friday, 8:00am to 4:30pm

Summary:

The Occupational Health & Return-to-Work Coordinator coordinates workplace injury, disability, and return-to-work programs across multiple provinces, ensuring strict compliance with provincial workers' compensation legislation and company policies. Serving as the central operational liaison between injured employees, site supervisors, and the various provincial Workers' Compensation Boards representatives across Canada, this role ensures strict statutory compliance and timely claim filing. This role features a hybrid environment blending administrative office work with regular travel up to twice a week on average to operational sites, requiring the flexibility to occasionally adjust start and end times to align with business needs.

Responsibilities:

As an Occupational Health & Return-to-Work Coordinator, your duties will include but are not limited to:

• Claims Administration & End-to-End Case Management
• Coordinate and administer the entire injury, claim, and return-to-work lifecycle from initial reporting through resolution
• Compile, track, and submit internal incident reports and required provincial employer injury reports within strict statutory timelines to eliminate late-filing penalties
• Serve as the primary operational liaison between injured workers, site supervisors, treating healthcare providers, and provincial board case managers and adjudicators
• Connect with employees, supervisors, healthcare providers, and compensation boards regarding outstanding documentation, medical updates, and claim information
• Review incoming medical documentation and ensure functional abilities information is received to support return-to-work planning while strictly maintaining employee medical privacy and confidentiality rules
• Track case progression by coordinating the collection of medical restrictions, monitor healing milestones, and compile files for regional case reviews

• Site Travel & Return-to-Work (RTW) Execution
• Travel to operational sites (transfer stations, landfills, processing facilities) to support return-to-work consultants, onboard and support leaders on injury reporting protocols, and facilitate meetings as required
• Collaborate closely with site managers and supervisors to identify, design, and implement customized modified duty plans based on documented medical restrictions and localized Physical Demands Analyses (PDAs)
• Serve as the immediate, hands-on resource for supervisors navigating injury investigation and reporting of a workplace injury; reinforce reporting protocols, request/follow up on incident investigations, and coach supervisors on modified work enforcement
• Comply with all on-site health and safety protocols, including the mandatory use of appropriate Personal Protective Equipment (PPE) during all facility site visits

• Legislative Compliance & Audit Tracking
• Ensure compliance with applicable workers' compensation legislation, company policies, collective agreements, and privacy requirements
• Monitor claims data for localized cost leaks, enforce compliance with statutory timelines, and escalate high-risk, complex medical, or litigious cases
• Maintain an up-to-date knowledge of legislative changes affecting workers' compensation and disability management
• Assist with audits and internal compliance reviews

• Data Trackers, Repository Management, & Training Aids
• Maintain and update robust digital data trackers and dashboards to monitor real-time claim status, rolling financial impacts, lost time days, and RTW milestones
• Prepare reports on claims activity, lost time, and return-to-work progress, assisting with trend analysis and continuous improvement initiatives
• Contribute to a centralized repository documenting available light-duty assignments across all facilities linked to updated PDAs
• Continuously review and update claims processes and standard operating workflows to eliminate field data lag
• Draft, design, and roll out frontline job aids, workflow guides, FAQs and other documents to educate supervisors and employees on reporting protocols and accommodation expectations
• Optimize travel footprint by utilizing virtual meetings options to manage geographic coverage efficiently while prioritizing physical travel for necessary and impactful site visits, complex case reviews, and frontline leader coaching

• Perform Other Duties As Required
• Execute additional operational duties, cross-functional HR/Safety tasks, specialized file audits, or administrative projects assigned by management to meet evolving business and operational needs

Competencies & Qualifications:

Minimum Qualifications

• College Diploma or University coursework in Human Resources, Occupational Health & Safety, Disability Management, or a related field; OR an equivalent combination of education and 1–4+ years of active experience administering provincial workers' compensation claims and return-to-work plans
• Foundational familiarity with Canadian workers' compensation reporting procedures (WSIB Ontario is a required minimum; additional multi-provincial portal exposure is considered a valuable asset), applicable occupational health and safety acts, and federal/provincial Human Rights legislation regarding the multi-jurisdictional duty to accommodate
• Practical experience navigating provincial online employer portals (WSIB Ontario is a mandatory minimum requirement) and a proven capability to establish and maintain secure document repositories
• Valid Class G Driver’s License (or regional equivalent), access to a reliable personal vehicle, and a driving history that meets company insurability standards
• Must maintain valid automobile insurance with appropriate business-use coverage in strict accordance with corporate policy limits, with a requirement to provide documentation and driver abstracts upon request
• Ability to work a standard 40-hour work week with the flexibility to occasionally adjust start and end times to align with early-morning field lines or urgent field reporting deadlines
• Ability to travel to the various MWS Locations an average of twice a week, as required, including the occasional travel to the Markham Corporate Office
• Bilingualism (French/English) is an asset

Core Competencies

• Competency in reviewing standard medical restrictions, updating digital data trackers, mapping operational workflows, and maintaining routine case documentation
• Excellent active listening, verbal communication, and conflict resolution skills to effectively guide field supervisors and confidently manage communication barriers with injured employees
• Practical proficiency with Microsoft Excel for daily data entry, updating claims dashboards, and maintaining digital data trackers

Additional /Preferred Qualifications

• Operational proficiency in building custom tracking sheets and processing formula lookups (e.g., VLOOKUP, XLOOKUP, or Pivot Tables) is considered a strong asset
• Previous exposure to and practical experience navigating out-of-province workers' compensation boards (such as WCB Alberta or WorkSafeBC) are considered valuable assets