Office Operations and Admin
- Calgary, AB, Canada
Full-time
Applications open in a new tab.
Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
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
This Role Is Ideal For Someone Who
🚫 Who This Role Is Not For
This Role Is Not a Fit For Someone Who
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
- 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)
- Plan and execute multiple company events per year
- Create event plans and manage event budgets
- Coordinate logistics, vendors, and communications
- 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
- 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
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
🚫 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)
More about this job
Responsibilities
Coordinate 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 light administrative and scheduling needs for the President.
Requirements
The role seeks experience as an Office Coordinator or in a similar position, with strong organization, speed, follow-through, and professional communication. Candidates should be dependable, discreet, proactive, service-minded, comfortable working independently, and willing to support hands-on office logistics and basic finance administration.
Skills
- Office Operations
- Vendor Coordination
- Facilities Coordination
- Process Improvement
- Accounts Payable
- Accounts Receivable
- Expense Reconciliation
- Month-End Close Support
- Event Planning
- Budget Management
- Scheduling
- Administrative Support
- Organization
- Professional Communication
- Discretion
- Follow-Through
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Finance & Accounting
- Management & Leadership
Keywords
- Office Operations
- Office Coordination
- Vendor Management
- Facilities Maintenance
- Office Supplies
- Kitchen Inventory
- Process Improvement
- Accounts Payable
- Accounts Receivable
- Expense Reports
- Expense Reconciliation
- Month-End Close
- Financial Administration
- QuickBooks
- Event Planning
- Event Budgets
- Logistics Coordination
- Executive Support
- Scheduling
- Discretion
- Professional Communication
- Follow-Through
- IT Services
- IT Consulting