Administrative Coordinator Office Services

Administrative Coordinator Office Services

Location:

Calgary Head Office

Job status:
Full Time Permanent

Department:
Corporate Administration

Is this position safety sensitive:
No

Apply today! Final date to receive applications is July 13, 2026 at 11:59pm MST.

Reporting to the VP, Human Resources, the Administrative Coordinator, Office Services provides administrative, reception, and office services support to multiple corporate business areas at the Calgary Head Office. This role is an important point of contact for employees, leaders, visitors, and vendors, and helps ensure a professional, welcoming, and well‑supported office environment.

• Provide administrative support to members of the Senior Management Team and other corporate business areas, including calendar management, travel coordination, meeting logistics, expense reconciliation, reservations, and related administrative requirements.
• Support a professional reception experience by receiving and directing incoming calls, greeting visitors and vendors, and ensuring guests are welcomed and directed appropriately.
• Coordinate day‑to‑day office services for the Calgary Head Office, including mail and courier services, office supplies, kitchen and common‑area support, weekly snack and fruit programs, and general office maintenance requests.
• Maintain effective working relationships with building management, building security, vendors and internal stakeholders to support office operations, access requirements and after‑hours or ad hoc office projects.
• Use corporate ticketing and business systems to manage, track and follow up on office service requests, repairs, documentation and reporting requirements.
• Support facilities‑related activities, including office moves, restacks, furniture orders, floor plan updates, desk set‑up for new hires and desk decommissioning for exiting employees.
• Coordinate visitor and employee access requirements, including temporary access support, visitor cards and related building access processes.
• Assist with Calgary corporate pool vehicle administration, monthly parking program coordination, invoice reconciliation and related records.
• Support corporate event logistics, including room or venue bookings, catering, set‑up requirements and coordination with internal stakeholders and vendors.
• Support recruitment activities by assisting with interview scheduling and candidate logistics as required.
• Maintain the business forms and business cards program, including intake, coordination and production.
• Reconcile, code and process department invoices for payment within the corporate facilities budget, and prepare and distribute sublease tenant invoices as required.
• Provide relief coverage for other Administrative Coordinators as required and contribute to a collaborative administrative support team.
• Demonstrate a personal commitment and proactive approach to Environment, Health and Safety through participation in applicable EH&S programs and compliance with Company policies and procedures.
• Perform other duties as assigned.

• High school diploma is required.
• 2–4+ years of experience in reception, office services, administrative support, facilities coordination or a related corporate office environment.
• Administrative diploma, certificate or related post‑secondary coursework is considered an asset.
• Intermediate to advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook and Teams.
• Strong customer service orientation with the ability to communicate professionally and effectively with visitors, vendors, employees and leaders at all levels of the organization.
• Highly organized, detail‑oriented and able to manage multiple priorities in a fast‑paced, deadline‑driven environment.
• Demonstrated ability to work both independently and collaboratively as part of a team.
• Strong written and verbal communication skills, with sound judgment, discretion and professionalism.
• Proactive, resourceful and service‑minded, with the ability to anticipate needs, solve problems and follow through on commitments.
• Strong interpersonal skills and the ability to build positive working…