Office Administrator

🇨🇦In-Person - Calgary, ABCA$32K–CA$42K/yriJust now

K-12 Operations Office Administration Reception Facilities Management Administrative Support Operations Management

Role Snapshot

Office Administrator supporting SMART Technologies' Calgary headquarters, serving as the first point of contact for visitors, clients, and staff while managing facility operations, inventory, and administrative functions.

Key Responsibilities: Greet visitors and answer phones; manage building access, office space allocation, and meeting room scheduling; coordinate office supplies, mail, and event logistics; support HR and Health & Safety Committee administrative tasks.

Skills & Tools: Exceptional customer service and communication abilities; proficiency in MS Office (Word and Excel); strong organizational and multitasking capabilities; ability to work autonomously in a fast-paced environment.

Qualifications: High school diploma required; previous reception experience essential; knowledge of administrative and clerical procedures.

Location: In-Person - Calgary, AB

Compensation: CA$32K–CA$42K/yr (estimated)

Prep for this role with AI tools →

Job Description

Purpose of the position
Reporting to the Senior Executive Assistant, you will be responsible for attending to the general public, clients and visitors dealing with inquiries on the phone and face to face supplying information regarding the organization and providing support as requested.
Duties and Responsibilities
· Greeting the general public, clients and visitors, directing them to the correct destination.
· Answer the phone, screen and direct calls, take and relay messages.
· Provide information to callers.
· Monitor visitor access.
· Manage and maintain SMART’s building passcards and keep accurate and up to date records.
· Receiving and sorting mail, prepping courier packages.
· Manage and order office supplies
· Manage business card program
· Point of contact with landlord.
· Coordinate tickets to the landlord regarding building related issues (passcards, lights, heat, etc.).
· Manage SMART HQ facility space by tracking availability of all offices and cubicles in the building and who occupies each space.

Maintain HQ meeting room spaces
Order office and meeting room signage and employee ID badges as required

· Assist with the EBC (booking, etc.).
· SMART employee events – organize and execute.
· Manage SWAG inventory and charging departments for product used.
· Maintain inventory for off-site storage
· Support SMART’s Health & Safety Committee (maintaining records and files, list of wardens, organizing and tracking training, etc.).
· Complete expense reports as requested.
· Kitchen restocking, inventory & ordering
· Stationery restocking, inventory & ordering
· Assist with HR Administrative duties as requested
· Assist with invoicing and expenses as required
· Performing all other reasonable duties as required.

Education and work experience

High school diploma.
Previous reception experience is required.
knowledge of administrative and clerical procedures
Basic MS office skills (especially Word and Excel).
Exceptional customer service skills, able to deal with all levels of employees.
Good communication skills.

Supervision

This position does not have any direct reports.
Must be able to work autonomously as this person sits at reception desk and is not constantly supervised.

Additional Details

Office-based role, fast-paced work environment. Sits at reception.