Office Administrator

Calgary Office, #202, 701 64 Ave SE, Calgary, AB T2H 2C3, CAN

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.

• 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.

• 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

• 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…