Assistant Business Services Administrator

Colliers Project Leaders•Calgary, AB

3d•Onsite

About The Position

Join our dynamic team as an Assistant Business Services Administrator and be part of a company that values innovation, collaboration and growth. The Assistant Business Services Administrator is responsible for excellence in business services delivery and ensuring a productive, efficient work environment to our internal and external clients’ satisfaction. As an Assistant Business Services Administrator you implement tasks assigned by the Team Lead or Senior Business Services Administrator. Responsible for day-to-day business services including organizational, logistical, and administrative support in office management, human resources and health and safety. You’re empowered to take ownership of assigned areas and inform, direct, and assist staff members and clients on office operations. Over time, you’ll develop your skills by managing multiple locations and business services with varying degrees of complexity, appropriate to your level of experience and expertise.

Requirements

A minimum of 1-3 years’ experience in an administrative capacity or as an Administrative Assistant.
Excellent communication and organizational skills.
Superior interpersonal skills and a willingness to take initiative.
Exceptional computer skills in the following software applications: Microsoft Office (Outlook, Word, Excel, Power Point).
An aptitude for managing competing priorities in a busy office environment.
A willingness to be cooperative, assist others and take on new responsibilities.
The ability to build and maintain effective working relationships with team members.
A high degree of personal responsibility, attention to detail and accountability.
Self-motivation with a proactive approach to completing tasks.
A sense of urgency and ability to meet deadlines.

Nice To Haves

A post-secondary diploma or degree in business administration or commerce is an asset.

Responsibilities

Provide comprehensive administrative support, including onboarding and offboarding of employees and consultants (coordination of notifications, orientation, training schedules, and IT equipment).
Reconcile corporate credit card statements and support expense management processes.
Prepare, edit, and format professional Word documents and PowerPoint presentations.
Implement document retention and file management practices, including archiving and coordinating secure document shredding.
Coordinate and support internal and external meetings and events (on‑site and off‑site), including scheduling, vendor coordination, contract support, presentations, technology, and room setup/teardown.
Manage sponsorships and event registrations.
Maintain and coordinate trade show inventory, logistics, and deployment.
Contribute to employee engagement initiatives by participating in social and engagement committees.
Plan and coordinate staff events and team‑building activities, ensuring execution within approved budgets (e.g., year‑end events).
Provide in‑person facilities support for the Calgary office and virtual support for other Western Canada office locations.
Ensure the ongoing upkeep and organization of common areas, office equipment, and furniture.
Proactively monitor and address facility‑related issues, escalating concerns as required.
Serve as the first point of escalation for facility maintenance, security issues, and emergency situations.
Act as a liaison with the Landlord and external service providers, as needed.
Participate in National Steering Committee and local Joint Health and Safety Committee meetings.
Support health and safety initiatives, including meeting minutes, inspections, and related administrative tasks.
Act as the Health and Safety Asset Manager and support Emergency Response Planning (ERP), where applicable.
Coordinate required health and safety training for employees (e.g., Working at Heights, Fall Protection).