ADMINISTRATION/ RECEPTION

Calgary, Alberta, Canada

The Administration/ Reception role fulfills an essential need of the organization, supporting our multi-disciplinary engineering teams. The ideal candidate for this role will have a minimum of 2 years’ administrative/ reception experience. In conjunction with guidance from various group managers, they strive to improve office management activities.

Job Responsibilities:

• General Office Duties:

  • Initial point of contact for staff/ visitors/ clients coming into the office

  • Keeping inventory, preparing purchase orders, ordering, and restocking office supplies

  • Retrieval and distribution of incoming mail

  • Directing phone calls and emails

  • Managing office maintenance and submitting service requests

  • Organizing catering for lunch meetings and special events

  • New hire workstation set up and ordering business cards

  • Backup support for HSE equipment sign out

  • Preparing and couriering packages and mail items

• Accounting Support:

  • Scanning and forwarding receipts and invoices to Accounting

  • Ensuring all project information is up to date in the accounting and time entry system

  • Screening of calls regarding accounts payable

  • Checking timesheets and producing overhead reports

• Business Development Support:

  • Promotional item inventory and procurement

  • Data entry for new/ current clients & contacts in CRM system

  • Developing, updating, and publishing brochures and marketing materials

  • Providing event planning and execution support (tracking RSVP’s, printing attendance lists and nametags, coordinating presentations and technical requirements)

• Document Control Support: 

  • Photocopying, scanning, renaming, and filing documents per Document Control standards

  • Preparing data transmittals for projects

  • Typing business letters

  • Publishing and binding documents

  • Code management

• HSE Support:

  • Providing an office HSE orientation to visitors

  • Booking travel arrangements for projects (flights, hotels, and vehicle rentals)

  • Supporting HSE Manager with special projects as needed

  • Providing project field trip support:

    • Reviewing and filing field trip itineraries

    • Checking, testing, charging HSE equipment

    • Providing on-call field trip support and check-ins

• Human Resources Support:

  • Data entry for spreadsheets required by business development for recruitment of new staff

  • Posting new hire job descriptions on applicable job search sites

  • Filing, renaming, and maintenance of incoming resumes

• Engineering & Drafting Support:

  • Photocopying, scanning, and assisting in putting together drawing packages and construction binders

  • Scanning and filing drafting packages

  • Data entry for project spreadsheets

Qualifications:

• Strong computer skills in Microsoft Windows, Word, Excel, Outlook

• Excellent written and oral communication skills.

• Strong organizational skills and a demonstrated ability to meet deadlines, multitask, and work in a high-paced team environment.

• Strong interpersonal skills combined with a positive, team-oriented attitude.

• A minimum of 2 years of administrative/ reception experience.

Please send your resume to Admin.ca@lanmarkeng.net and include the title of the position in the subject line.