Office Administrator

Job Information

Job Title:

Office Administrator
Status:
Full-time Permanent Position
Expected

Start Date:

As soon as possible

Location:

Calgary Western Regional Head Office - 530-8th Ave. S.W., Calgary, AB, T2P 3S8
Reporting to:
Western Regional Manager (with support to VP, Western Canada)

About Mc Asphalt

McAsphalt is the industry leader in Canada specializing in asphalt products and services. Founded in 1970 by Leo McArthur and John Carrick, the company has since grown to over 500 employees spanning 26 terminals across Canada. McAsphalt offers a wide range of asphalt products, including emulsions, cutbacks, polymer-modified, performance-graded and roofing, and specialized transportation of those products by rail, land and water.

Additionally, McAsphalt provides comprehensive services and technology solutions, encompassing paving, testing, research and development, engineering, and consulting.

Role Purpose

The Office Administrator plays a critical role in enabling the effectiveness of Western regional leadership. This position ensures smooth day to day office operations, accurate reporting, and strong coordination across teams—supporting timely decision making in a fast paced business environment.

This role is ideal for a highly organized, proactive professional who thrives on keeping leaders focused, information accurate, and operations running smoothly.

Key Outcomes & Responsibilities

Executive & Leadership Support

• Enable regional leadership effectiveness through proactive calendar management, meeting coordination, and travel logistics.

• Ensure meetings drive action by preparing agendas and materials, documenting decisions, and tracking follow ups.

• Support seamless leadership travel through accurate planning and itinerary coordination.

Reporting & Performance Enablement

• Produce timely and accurate weekly and monthly sales and operational reports.

• Maintain and update regional KPI dashboards to support performance tracking and leadership visibility.

• Compile and validate data to support analysis, presentations, and decision making.

CRM & Client Administration

• Maintain accurate, up to date client, project, and opportunity records within CRM systems.

• Support pipeline visibility through opportunity tracking and customer data management.

• Organize client documentation, pricing records, and supporting files to ensure accessibility and compliance.

Proposal & Project Support

• Support revenue generating activities by preparing presentations, proposals, and bid documentation.

• Coordinate tender submissions and maintain organized project documentation.

Financial & Administrative Coordination

• Submit and track leadership expense reports accurately and on time.

• Support invoice tracking, purchase orders, and coordination with finance teams.

• Maintain organized records of contracts and administrative documentation.

Office Operations & Coordination

• Ensure smooth office operations through supply management, vendor coordination, and general office administration.

• Act as a reliable point of contact for internal teams, customers, and suppliers on administrative matters.

• Support the planning and coordination of internal meetings, regional events, and client activities.

Cross Functional Communication & Tracking

• Facilitate coordination between sales, operations, finance, and leadership teams.

• Track action items, deadlines, and operational initiatives to support execution and accountability.

Professional Documentation & Standards

• Prepare and format professional documents, spreadsheets, presentations, and templates aligned with corporate standards.

Additional Contributions

• Conduct administrative research to support regional planning and initiatives.

• Contribute to special projects and continuous improvement efforts as required.

Qualifications & Capabilities

• 3+ years of experience in administrative, office, or executive support roles.

• Strong organizational and time management skills, with the ability to manage competing priorities.

• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).

• Experience with CRM systems is an asset.

• Clear, professional communication skills and sound judgment.

• High…