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Can you maintain a professional demeanour, and be creative in identifying improved processes to create efficiency? Our client is looking for an Office Administrator to join their Calgary team, full time. The position includes both office coordination and reception management. Our client is a fast-paced company, where change and juggling multiple priorities is the expected norm. If you have great initiative, are a self-starter with superior organizational, problem solving and prioritization skills then this position is right for you. 

Job Responsibilities 
  • Management of the reception and common areas of the firm, including greeting guests, answering the main line and directing calls; eventually anticipating the needs of returning guests before they arrive 
  • Ensuring the main office areas, reception, and meeting rooms maintain a professional and organized appearance at all times. Making sure the environment is “ready for business”.
  • Monitoring meeting space and employee calendars; anticipate meetings and guests prior to arrival
  • Accepting, coordinating, and sorting of mail and couriers
  • Tracking and coordinating the acquisition of all office supplies to maintain adequate inventory
  • General office administration, including maintaining general office documents, processes, coordinating new hires, managing applicable contracts
  • Creating and reporting on annual budgets for office expenditures/projects
  • Maintaining collective administrative files; filing and retrieving documents and reference materials
  • Coordinating repair and maintenance contracts from start to finish
  • Project management skills for both small and large scale projects -the ability to plan and follow a project through to fruition

Candidate Qualifications 
  • Three to Five years relevant reception/office administrative; Bachelor’s degree an advantage
  • Advanced proficiency with MS Office products – Outlook, Word, PowerPoint, Excel
  • The ability to effectively interact and partner with varying position levels including senior management and external parties in a way that leaves positive impressions of the firm 
  • Knowledge of budgeting and some financial experience/abilities
  • Aptitude to manage and support small/special projects with cross-functional teams
  • Ability to retain and process large amounts of information
  • Strong self-confidence and innate sense of ownership for responsibilities
  • Highly accountable for performance both as an individual and team member
  • Flexible and adaptable “can do” attitude
  • Strong interpersonal skills; demonstrates poise in communicating internally with senior executives and externally with business partners
  • Excellent organizational, planning, and leadership skills
  • High degree of accuracy and attention to detail
  • Strong communication skills, seeks to build relationships and possesses ability to resolve conflict constructively
  • Demonstrated ability to problem solve with the ability to see from both micro and macro perspectives
  • Proven ability to exercise good judgment
  • Highly self-motivated, self-directed, and works independently toward objectives with a sense of urgency
  • Ability to adjust on the fly – in terms of priorities, scheduling, and travel arrangements

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