Office Administrator (Calgary Ab)

Job Summary

Burns & McDonnell, is currently hiring on a vacant job post of Office Administrator (Calgary Ab) based in Calgary Alberta Canada. Please read the job detail carefully before applying.

Job Title: Office Administrator (Calgary Ab)
Company Name: Burns & McDonnell
Job Type: Full Time
Job Location: Calgary Alberta Canada
Salary:
Job Link Expiry: 2023-01-12
Posted on: marketingjobs.pro

Job Detail

Description

The Office Administrator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and Safety. This position coordinates with management to provide administrative services in conjunction with office, department, and business line goals and objectives.

• General administrative support for Burns & McDonnell Canada offices and management.
• Provides general oversight of all office activities, manages the day-to-day operations, and assures a smoothly functioning, efficient organization.
• Provides leadership and management to ensure that the mission and core values of BMcD Canada are put into practice within our office(s).
• Collaborates with the leadership team and stakeholders to develop and implement plans for the Office infrastructure of systems, and processes designed to accommodate the growth objectives of the office and company.
• Coordinate and resolve office-related questions, requests, issues, and concerns; research and provide appropriate answers and follow up that resolution has been obtained. Troubleshooting with employees, and acting as a point person for team support.
• Facilitates the dissemination of information to the office, department, and project teams as part of the overall communications and office management process.
• Manage, maintain and update BMcD-Canada SharePoint sites (MacCentral) and post regular updates on new hires, upcoming events, weekly news, and additional information as appropriate.
• Facilitate smooth communications between Officers and internal and external clients. This may include board members, company executives, client executives, marketing, and internal employees.
• Create forums for regular communication between the leadership team and all employee-owners. Prepare and coordinate a variety of employee communications and updates.
• Receive and route general office inquiries from external stakeholders. Greet and route visitors.
• Prepare reports, meeting notes, action items, presentations, and tables utilizing Excel, PowerPoint, and other programs. Collect and analyze information.
• Develop procedures pertaining to office, departmental, and business line requirements to guide the operation of Canada offices. Assist in the development of business initiatives for the office and departments.
• Monitor initiative deadlines, provide progress updates, and track action items.
• Implement and govern filing and document management systems.
• Plan, coordinate, and facilitate on-site and off-site meetings for management. This may include orientation and training, stakeholder meetings, management meetings, periodic reviews, etc.
• Plan, coordinate, and facilitate on-site and off-site events for employees and stakeholders.
• Coordinate the required training programs and records for personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Monitor and review standard expenditures to ensure the activities of the office are conducted within established budgets.
• Responsible for handling sensitive and confidential information.
• Manage and update office seating plans and organization charts. Serves as spokesperson and representative for community involvement.
• Manage schedules, appointment requests, and a high volume of calendar meetings and events.
• Conduct general office Onboarding and training for all new employees and contingent workers.
• Coordinate with office lease management on office items, drills, training, events, security, maintenance, loading bay, catering, fitness facilities, bike storage, and communications.
• Manage Canada employee rosters for building access, including FOBS, amenities, and parking.
• Manage and administer employee and visitor parking (systems, assignment, invoicing, and issues)
• Manage and coordinate general office services.
• Manage and coordinate mail and delivery services.
• Manage IT asset inventory and order as needed. Perform initial IT asset setup and troubleshooting. Ensure operation of office equipment, and order maintenance when required. Troubleshoot malfunction of office equipment.
• Manage and administer fleet vehicle(s)
• Manage stock of office supplies for everyday project work and break room supplies.
• Facilitate document approvals and processing which includes invoices and contracts.
• Support preparation of and analyze information involving business performance and business plans. Assist in office budget preparations.
• Assist in clerical needs on projects as required.
• All other duties as assigned.

Qualifications

• Bachelor’s degree or diploma in related field. High school diploma and equivalent work experience may be considered.
• Proven office management, administrative, or assistant experience.
• Proven event planning & coordination experience (Internal & External).
• 10 years minimum related professional experience.
• Advanced knowledge in Microsoft Office suite required (Microsoft Word, Excel, and PowerPoint)
• Ability to work independently, demonstrating accuracy, reliability, analytical, and problem-solving skills.
• Excellent organization and time management skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, and community leaders).
• Professional level written & verbal communication skills.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• Ability to organize a daily workload by priorities.

Job Administrative/Office Support

Primary Location CA-AB-Calgary

Schedule: Full-time

Travel: No

Req ID: 225278
Direct Apply

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