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Added 7 mins ago
Warehouse Associate
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Full-time
Assist other warehouse associates and departments to support business needs and order fulfillment requirements
Added 23 mins ago
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Zeno Renewables

Office Administrator

Calgary, AB, Canada

Job type: Full-time
Apply by: Oct 23, 2026
Experience: 2+ years of office administration or coordination experience, ideally in a fast-paced, multi-department environment
Posting language: English
Posted: Sep 23, 2026

Apply About employer

Applications open in a new tab.

Original job description

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.

Apply About employer

More about this job

Responsibilities

Manage daily office operations, reception, facilities, supplies, and administrative support for HR and finance. Track leads and referrals in HubSpot, coordinate fleet and licensing requirements, support marketing activities, and organize company events.

Requirements

Requires at least two years of office administration or coordination experience, strong organization and attention to detail, and the ability to manage competing priorities with discretion. Experience with HubSpot, DEXT, Google Workspace, and Microsoft Office is sought, along with a valid driver's license.

Skills

Office Administration
Reception
Lead Tracking
HubSpot
Human Resources Administration
Finance Administration
Expense Reconciliation
DEXT
Google Workspace
Microsoft Office
Records Management
Fleet Administration
Business Licensing
Event Planning
Social Media Coordination
Organization

Visa sponsorship

Not detected in the job text

Keywords

HubSpot
DEXT
Google Workspace
Microsoft Office
Office Administration
Reception
Lead Tracking
Referral Tracking
Human Resources Administration
Offer Letters
Personnel Files
Immigration Documentation
Expense Reports
Credit Card Reconciliation
Fleet Administration
Vehicle Registrations
Business Licensing
Property Management
Facilities Coordination
Marketing Support
Social Media
Promotional Materials
Travel Booking
Safety Courses
Event Planning
Solar Installation
Solar Electric Power Generation

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