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Office Administrator
Job Description & How to Apply Below
Overview
This full-time, office-based position serves as the first point of contact for visitors to MEMS’ Calgary office and plays a critical role in ensuring a professional, efficient, and well-coordinated workplace environment. The Office Administrator provides comprehensive administrative and operational support to the Calgary office while acting as a central coordination point for administrative practices across MEMS locations. The role ensures consistency in office procedures, contributes to operational efficiency, and supports staff, clients, and leadership through high-quality service delivery and effective coordination of facilities, resources, and administrative processes.
Responsibilities
Front Office & Client Experience
Provide a professional and welcoming front-line reception service to all visitors and staff.
Ensure all visitors follow required safety and security protocols.
Respond to general inquiries promptly and professionally, resolving routine issues or escalating as appropriate.
Maintain a high standard of client service and contribute to a positive workplace experience.
Office Operations & Facilities Coordination
Coordinate and maintain daily office operations to ensure a clean, safe, and functional work environment.
Maintain office equipment and coordinate service, repair, and maintenance activities.
Ensure all common areas, meeting spaces, and shared facilities are consistently organized and presentable.
Support workspace setup for new hires, visitors, and internal moves.
Maintain and update office floor plans and space utilization tracking.
Administrative & Document Support
Provide administrative support including scheduling meetings, coordinating conference calls, and supporting internal communications.
Administer document control processes, ensuring proper filing, version control, and accessibility of corporate records.
Monitor and manage shared inboxes, ensuring timely and accurate responses.
Support preparation and delivery of internal meetings, including Townhall coordination and recording.
Procurement & Inventory Management
Coordinate purchasing of office supplies, equipment, software, and services in accordance with company procedures.
Maintain inventory of office and supply room items, ensuring stock levels are adequate and accurately tracked.
Prepare and submit purchase orders and track expenditures within established guidelines.
Corporate Events & Meeting Coordination
Coordinate planning and execution of corporate events (e.g., Christmas party, open houses, shareholder meetings).
Liaise with vendors to arrange catering, facilities, audio-visual requirements, and event logistics.
Ensure meetings and events are delivered professionally and efficiently from setup through completion.
Multi-Location Administrative Coordination
Act as a central point of coordination for administrative practices across MEMS locations.
Coordinate travel arrangements (hotel reservations, flights, direct bill accounts) for employees.
Promote consistency in procedures, tools, and service standards across offices.
Collaborate with administrative staff and operational teams in other locations to share best practices and improve efficiencies.
Decision-Making Authority
Prioritize daily administrative tasks and competing requests.
Resolve routine operational and service issues independently.
Initiate purchases within established limits and procedures.
Escalate complex issues, budget exceptions, or operational risks to the supervisor.
Education and Experience
High school diploma (Grade 12) required
Post-secondary education in administration or a related field is an asset
Minimum 2–5 years of administrative or office coordination experience preferred
Experience in a multi-site or corporate office environment is considered an asset
Other Knowledge and Skills
Strong interpersonal and customer service skills in a professional office environment
Ability to coordinate with multiple stakeholders and work effectively across locations
Strong organizational and problem-solving skills
Experience coordinating vendors, services, or events is an asset
Ability to handle sensitive and…
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