Office Administrator Calgary, Alberta | Full-time, On-site
About Zeno Renewables
Zeno Renewables is an Alberta-based solar installation company serving residential and commercial customers across the province, with commercial projects extending into Ontario. Over the past 11 years, we have completed more than 5,500 installations and deployed over 50 MW of solar capacity.
Our team brings together sales, marketing, finance, licensed electricians, project managers and field contractors to manage projects from the first conversation through design, installation and final commissioning.
Position Summary
We're hiring an Office Administrator to be the operational backbone of our Calgary office. This person keeps our day-to-day office running smoothly, supports our HR and finance teams with administrative tasks, coordinates our vehicle fleet and business licensing, and provides hands-on support to our marketing department. The role reports to the CEO, works closely with every department in the company, and occasionally provides administrative support to our other locations.
We recently brought on an AI-assisted call service to help manage inbound call volume on our sales line. The Office Administrator remains responsible for the phone line and for entering leads into HubSpot, and will work alongside this tool rather than being replaced by it.
Not everything on this list happens every day. Licensing renewals, fleet administration, and most marketing support tasks come up periodically or as needed rather than on a constant basis, so the day-to-day workload centres on reception, HR support, finance entry, and lead and referral tracking, with the other items layered in as they arise.
Key Responsibilities
Office & Facilities Administration
- Answer the sales phone line and action incoming requests, logging every call in the call tracker
- Enter all leads generated from phone calls into HubSpot
- Serve as the main point of contact for our property management company, including submitting maintenance tickets and requesting building access cards
- Maintain office photocopiers, ensuring adequate paper, toner, and supplies for the operations team
- Order stationery and office supplies as needed
- Purchase coffee and kitchen cleaning supplies for the office and warehouse kitchens
- Launder kitchen towels and dish cloths weekly, and water office plants weekly
- Pick up mail daily
- Liaise with office and warehouse cleaning contractors
- Ensure certificates of insurance (COIs) are sent annually to vendors and partners who require them
- Approve Amazon purchases when required and ensure receipts are submitted to DEXT
- Provide occasional administrative support to our other Alberta and Ontario locations as needed
Human Resources Support
- Prepare offer letters and new hire paperwork
- Create and maintain personnel files
- Update the company master list and email distribution lists, including in HubSpot
- Follow up with new hires to ensure paperwork is returned promptly and correctly
- Support completion of immigration-related documents and submissions as needed, under the guidance of the company's immigration counsel
- Provide employment verification letters when requested
- Finance & Expense Administration
- Upload mileage reports and expense receipts into DEXT
- Enter license, permitting, and vendor receipts into monthly expense reports
- Reconcile multiple company credit card statements monthly
Marketing & Referral Support
- Monitor and forward messages from shared company inboxes (general inquiries, admin, referrals, HR)
- Enter new leads from the general inquiries inbox into HubSpot and filter incoming leads to route them to the appropriate team
- Forward incoming resumes to the appropriate location managers
- Ensure referrals are logged accurately in HubSpot
- Create and maintain monthly referral payout templates
- Send the monthly referral payment list to accounting and update payment status in the tracking sheet and HubSpot
- Order and manage branded swag and promotional materials
- Restock marketing materials and track inventory levels
- Assist with scheduling and posting basic social media content
Operations & Compliance Support
- Manage annual vehicle registrations for Alberta and Ontario
- Coordinate ticket payments with payroll and track vehicle recalls
- Manage toll registration and payments for vehicles operating in Ontario
- Manage annual renewal of required business licenses and track expiry dates
- Purchase additional licenses on an ad hoc basis as needed
- Book travel and hotel reservations for staff and installers, including credit card authorizations
- Book required safety courses for employees in Alberta and Ontario
- Maintain office fire extinguishers
- Track company cell phones and laptops, and set up laptops for new employees
- Event Planning
- Coordinate townhalls, team-building events, and holiday parties for our Alberta and Ontario teams
Qualifications
- 2+ years of office administration or coordination experience, ideally in a fast-paced, multi-department environment
- Comfortable managing HR, finance, and operational tasks with discretion and attention to detail
- Experience with HubSpot, DEXT, Google Workspace, and Microsoft Office, or a strong ability to learn new systems quickly
- Strong organizational skills and the ability to manage competing priorities across departments
- Interest in supporting marketing initiatives, including social media, is an asset
- Valid driver's license
Compensation & Benefits
Compensation will be discussed during the interview process and will reflect the candidate's experience.
How to Apply
Interested candidates should submit a resume and a short cover letter outlining relevant experience.
