Office Administrator (1 year Temporary)

Summary

We are recruiting for a one-year full-time Office Administrator (1 year term) position based at our Calgary Automation Centre.  Reporting to the Manager, Facilities and Office Services, this frontline role provides a variety of office services to other Spartan Business units on behalf of the Facilities and Office Services team.  Your positive, customer-focused attitude, combined with strong communication and relationship-building skills, will enable you to work effectively with a variety of internal and external customers. 

Role and Responsibilities

• Provide effective office services support to all Spartan business units within the facility.
• Coordinate catering for meetings, training, and other company events.
• Set up and tear down of meeting rooms and other spaces for meetings, training sessions, and company events.
• Function as the liaison between Spartan and the on-site café team.
• Coordinate kitchen maintenance and repairs.
• Maintain and coordinate coffee, kitchen, and break room supplies.
• Coordinate incoming and outgoing mail and courier deliveries.
• Provide support to the shipping and receiving Administrator.
• Maintain meeting rooms and other gathering areas within the facility.
• Greet all incoming customers and guests in a professional manner, ensuring they have appropriate contact and are signed in and out of the building.
• Provide backup for main switchboard operations, including answering, screening, and forwarding calls in a professional, timely, and accurate manner.
• Perform filing, data entry, and other office-related duties.
• Provide backup support for all Facilities & Office Services positions, as required.

Qualifications and Skills

• Minimum academic credentials: High School Diploma.
• Customer-focused mindset with the ability to understand stakeholder needs and respond proactively.
• Strong attention to detail with the ability to anticipate customer needs, identify potential issues, and implement practical solutions.
• Demonstrated ability to foresee challenges, prioritize effectively, and exercise sound judgement in a fast-paced environment.
• Previous office-related experience is an asset.
• Previous reception experience is an asset.
• Experience using SAP is an asset.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Exceptional interpersonal and teamwork skills.
• Strong organizational, prioritization, multitasking, and decision-making skills.
• High degree of discretion and confidentiality.
• Self-starter with the ability to take initiative and follow through on tasks.