Office Administrator

Millennium EMS Solutions Ltd. • Calgary, AB

31d • Onsite

About The Position

This full-time, office-based position serves as the first point of contact for visitors to MEMS’ Calgary office and plays a critical role in ensuring a professional, efficient, and well-coordinated workplace environment. The Office Administrator provides comprehensive administrative and operational support to the Calgary office while also acting as a central coordination point for administrative practices across all MEMS locations. The role ensures consistency in office procedures, contributes to operational efficiency, and supports staff, clients, and leadership through high-quality service delivery and effective coordination of facilities, resources, and administrative processes.

Requirements

• High school diploma (Grade 12) required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, SharePoint)
• Ability to work independently and collaboratively in a fast-paced environment

Nice To Haves

• Post-secondary education in administration or a related field is an asset
• Minimum 2–5 years of administrative or office coordination experience preferred
• Experience in a multi-site or corporate office environment is considered an asset
• Strong interpersonal and customer service skills in a professional office environment
• Ability to coordinate with multiple stakeholders and work effectively across locations
• Strong organizational and problem-solving skills
• Experience coordinating vendors, services, or events is an asset
• Ability to handle sensitive and confidential information with discretion

Responsibilities

• Provide a professional and welcoming front-line reception service to all visitors and staff.
• Ensure all visitors follow required safety and security protocols.
• Respond to general inquiries promptly and professionally, resolving routine issues or escalating as appropriate.
• Maintain a high standard of client service and contribute to a positive workplace experience.
• Coordinate and maintain daily office operations to ensure a clean, safe, and functional work environment.
• Maintain office equipment and coordinate service, repair, and maintenance activities.
• Ensure all common areas, meeting spaces, and shared facilities are consistently organized and presentable.
• Support workspace setup for new hires, visitors, and internal moves.
• Maintain and update office floor plans and space utilization tracking.
• Provide administrative support including scheduling meetings, coordinating conference calls, and supporting internal communications.
• Administer document control processes, ensuring proper filing, version control, and accessibility of corporate records.
• Monitor and manage shared inboxes, ensuring timely and accurate responses.
• Support preparation and delivery of internal meetings, including Townhall coordination and recording.
• Coordinate purchasing of office supplies, equipment, software, and services in accordance with company procedures.
• Maintain inventory of office and supply room items, ensuring stock levels are adequate and accurately tracked.
• Prepare and submit purchase orders and track expenditures within established guidelines.
• Coordinate planning and execution of corporate events (e.g., Christmas party, open houses, shareholder meetings).
• Liaise with vendors to arrange catering, facilities, audio-visual requirements, and event logistics.
• Ensure meetings and events are delivered professionally and efficiently from setup through completion.
• Act as a central point of coordination for administrative practices across MEMS locations.
• Coordinate travel arrangements (i.e., hotel reservations, flights, direct bill accounts) for employees.
• Promote consistency in procedures, tools, and service standards across offices.
• Collaborate with administrative staff and operational teams in other locations to share best practices and improve efficiencies.
• Prioritize daily administrative tasks and competing requests.
• Resolve routine operational and service issues independently.
• Initiate purchases within established limits and procedures.
• Escalate complex issues, budget exceptions, or operational risks to the supervisor.

Benefits

• Competitive salaries
• Comprehensive benefits package including flex benefits for extended health care, dental care, vision, life insurance, short term disability insurance, long term disability insurance, critical illness insurance and accidental death and dismemberment insurance
• Employee share-ownership plan
• Group RRSP matching plans
• Employee wellness programs
• Career development planning
• Compensation for subscription and accreditation fees

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED