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Added 14 mins ago
SM
RQ11680 – Systems Analyst – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…enhancements will enable pay and benefits staff to focus on administrative efficiencies achieved through implementation and redirect their efforts toward more value-added…
Added 14 mins ago
SM
RQ11680 – Systems Analyst – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…enhancements will enable pay and benefits staff to focus on administrative efficiencies achieved through implementation and redirect their efforts toward more value-added…
Added 14 mins ago
SM
RQ11681 – Systems Analyst – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…numbers. This will enable pay and benefits staff to focus on administrative efficiencies realized through this implementation and redirect their efforts towards more value-added…
Added 14 mins ago
SM
RQ11681 – Systems Analyst – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…numbers. This will enable pay and benefits staff to focus on administrative efficiencies realized through this implementation and redirect their efforts towards more value-added…
Added 14 mins ago
SM
RQ11680 – Systems Analyst – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…enhancements will enable pay and benefits staff to focus on administrative efficiencies achieved through implementation and redirect their efforts toward more value-added…
Added 14 mins ago
DP
Security Front Desk Supervisor
Diamond Property Services
Toronto, ON
- Full-time
Added 28 mins ago
CC
Credit Adjudicator
Cambrian Credit Union
Winnipeg, MB
- Full-time
Added 1 hour ago
MG
Pharmacy Technician
Michael Garron Hospital
Toronto, ON
- Full-time
Added 1 hour ago
PR
Client Services Representative
Purves Redmond Limited
Toronto, ON
- Full-time
The Client Service Representative provides administrative and client service support to clients and internal teams, helping ensure documentation, records, and day-to-day service activities…
Added 1 hour ago
SJ
Admin Assistant CM 4M Medicine
St. Joseph's Health Centre, Toronto
Toronto, ON
- Full-time
Minimum of 2 years of progressively responsible secretarial/administrative experience, preferably in a hospital setting, is an asset
Added 1 hour ago
IS
Customer Service Associate (Pittsburgh, PA, United States)
Industrial Scientific
Canada
- Full-time
Added 1 hour ago
PE
Junior Construction Coordinator, Administrator
PTW Energy Services
Nisku, AB
- Full-time
This is more than an administrative role; it's an opportunity to learn the construction business, gain hands-on project experience, and build a foundation for a long-term career in project…
Added 1 hour ago
TR
Bilingual Customer Traveling Trainer
The Reynolds and Reynolds Company
Montreal, QC
- Full-time
Administrative duties like submitting reports, and sending weekly updates
Added 1 hour ago
C
Private Banking Associate
CIBC
London, ON
- Full-time
You will provide administrative and sales support to one or more Private Banking Advisors. As a Private Banking Associate, you will provide exceptional service to Private Banking clients by…
Added 1 hour ago
OG
Executive & Personal Assistant
Onni Group of Companies
Vancouver, BC
- Full-time
Added 1 hour ago
S&
Retail Operations Coordinator
Silk & Snow
Toronto, ON
- Full-time
Added 1 hour ago
HC
Child Protection Worker
Hamilton Child and Family Supports
Hamilton, ON
- $70,031 to $92,066 CAD / year
- Contract
Providing organizational and administrative duties associated with the assigned caseload.
Added 1 hour ago
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Analyste en dynamique de vol/Flight Dynamics Analyst
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Longueuil, QC · St-Hubert, QC
- Full-time
Added 1 hour ago
IH
Senior Strategic Business Advisor
Interior Health Authority
BC · British Columbia, Canada
- Full-time
…appropriate action regarding the application for clinical service and administrative contracts and termination…
Added 1 hour ago
IH
Laboratory Clerk
Interior Health Authority
Grand Forks, BC
- Full-time
Added 1 hour ago
AU
Undergraduate Academic Program Advisor, Faculty of Science and Technology
Athabasca University
Athabasca, AB
- $48,621.92 to $79,714.45 USD / year
- Full-time
Added 1 hour ago
S
Medical Laboratory Technologist
Sanya’k̓ula
Chilliwack, BC
- Part-time
Added 1 hour ago
NC
Customer Service Representative - Prince George Airport
National Car Rental
Prince George, BC
- Full-time
…knowledge through local training and hands-on experience to provide administrative support, service customers, and act as a rental back-up in a large home city branch or airport…
Added 1 hour ago
MH
Sales Administrator
MERE HR & Consulting
AB · Edmonton, AB
- $60,000 to $70,000 CAD / year
- Full-time
…territory managers, operations staff and branch teams to ensure administrative processes run…
Added 1 hour ago
AE
Office Manager
Anova Exploration Corp.
Calgary, AB
- Full-time

Intelica Solutions Inc.

Office Operations & Admin

Calgary, AB, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Apr 24, 2027
Posting language: English
Posted: Oct 26, 2026

Original job description

Office Operations & Admin

(with light Executive Support)

Overview

We are seeking a warm, dependable, and highly organized Office Operations & Admin to support the smooth day-to-day functioning of our business across two offices. This is an office-first role, with a strong emphasis on operational coordination, and limited executive support.

The right person is a dependable, proactive team member who takes ownership, works efficiently and with discretion, and continually looks for ways to improve processes and support the team.

Key Responsibilities

Office Operations

Oversee daily office operations across two offices supporting ~35 team members
Coordinate vendors, maintenance, repairs, and service providers
Manage office supplies, kitchen inventory, and shared spaces
Maintain and continually improve operational processes and vendor relationships
Ensure offices run smoothly without being involved in day‑to‑day people friction

Accounting & Finance Support

Assist in processing accounts payable and receivable
Enter and reconcile expense reports
Support month‑end close activities and financial administration
Work closely with the accounting team to ensure accuracy, timeliness, and follow‑up
Use QuickBooks (experience is an asset, not required)

Events & Culture

Plan and execute multiple company events per year
Create event plans and manage event budgets
Coordinate logistics, vendors, and communications

Executive & Administrative Support

Provide light, day‑to‑day administrative support to the President
Manage scheduling, coordination, and prioritization of requests as needed
Act with discretion and sound judgment

Qualifications & Traits

Experience as an Office Coordinator or similar role
Strong organizational skills, speed, and follow‑through
Comfortable acting independently, with support from leadership
Professional communication and high discretion
Warm, team‑oriented, service‑minded approach
Assertive when needed, while remaining collaborative
Strong sense of ownership and accountability

Who This Role Is For

This role is ideal for someone who:

Enjoys being the operational backbone of an office
Prioritizes clear communication, accountability, and follow-through
Interest in hands‑on AP/AR, expenses, and month‑end exposure (not full accounting)
Naturally brings:
Warmth and approachability
Speed and decisiveness
Discretion and professional judgment
Assertiveness when follow‑ups are needed

They take pride in things running smoothly, vendors being handled well, numbers being accurate, and teammates feeling supported.

Who This Role Is Not For

This role is not a fit for someone who:

Is looking for a pure Executive Assistant role
Wants calendar‑heavy, travel‑heavy, or board‑level executive exposure
Expects to manage people immediately
Is on a CPA / controller track or seeking deep accounting ownership
Dislikes being office‑based or hands‑on with logistics
Focuses on conflict resolution or HR employee issues (this role avoids day‑to‑day friction)

Apply About employer

More about this job

Responsibilities

Oversee daily operations across two offices, including vendors, maintenance, supplies, shared spaces, and process improvements. Support AP/AR, expense reconciliation, month-end activities, company events, and the President’s day-to-day administrative needs.

Requirements

The role seeks experience as an Office Coordinator or in a similar position, along with strong organization, communication, discretion, and follow-through. The successful candidate is proactive, service-minded, comfortable working independently, and interested in hands-on finance administration without seeking full accounting ownership.

Skills

Office Operations
Vendor Coordination
Facilities Coordination
Accounts Payable
Accounts Receivable
Expense Reconciliation
Month-End Close Support
Event Planning
Budget Management
Scheduling
Organization
Communication
Discretion
Process Improvement
Follow-Through
QuickBooks

Visa sponsorship

Not detected in the job text

Keywords

Office Operations
Office Coordination
Vendor Management
Facilities Maintenance
Office Supplies
Kitchen Inventory
Accounts Payable
Accounts Receivable
Expense Reports
Expense Reconciliation
Month-End Close
Financial Administration
QuickBooks
Event Planning
Event Budgets
Scheduling
Executive Support
Process Improvement
Discretion
Follow-Through

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