Office Adminstrator

Mott MacDonald•Calgary, AB

4d•CA$67,000 - CA$82,000•Hybrid

About The Position

Mott MacDonald is seeking a detail-oriented and proactive Office Administrator to join our Calgary office. This role is ideal for individuals passionate about office management and eager to develop within a dynamic project delivery environment. The successful candidate will support various business teams, while ensuring day-to-day office activities and requirements are managed and functioning at all times.

Requirements

Bachelor’s degree or diploma in business administration or similar is preferred
Minimum of 3-5 years experience in a business or project administration role, ideally in a professional services organization
Experiencing working in large, diverse organization is an asset.
Experience supporting business development, project administration or document control processes
Proficiency in Microsoft Office applications (Word, Excel, Teams, Outlook, PowerPoint)
Strong organizational and time management skills
Good written and verbal communication abilities
High attention to detail, especially in document formatting and data handling
Energetic, enthusiastic, and proactive approach to work
Flexible and adaptable in a dynamic environment
Ability to manage multiple tasks and prioritize effectively
Collaborative team player with a supportive mindset
Demonstrate willingness to learn new project support processes and tools

Responsibilities

Support business development and account management activities by maintaining CRM data, updating opportunities, and assisting with the planning and delivery of local events
Assist with bid searching through relevant bid portals across our core markets
Support the preparation of client-facing materials, including presentations and marketing documents, in collaboration with project and marketing teams
Provide business and project support through document preparation, formatting, and coordination of deliverables
Manage office-related financial administration processes, including timesheets, invoices, purchase orders, and expenses, ensuring accuracy and compliance
Coordinate meetings and team activities, including scheduling, logistics, and catering arrangements
Coordinate travel arrangements, including flights, accommodation, and ground transportation
Maintain efficient office operations, including mail management and ensuring a professional and well-functioning workplace environment
Serve as a first point of contact for visitors, supporting a positive and consistent business image
Carry out general administrative and project tasks as required