Office & HR Administrator

H3M Environmental•Calgary, AB

1d•Onsite

About The Position

We are seeking an energetic, highly organized task master with a true jack-of-all-trades mindset—someone who can seamlessly shift between greeting visitors, coordinating vendors, managing calendars, supporting HR processes, and planning team events, all while maintaining a positive and professional presence. This individual is proactive, detail-oriented, and thrives on juggling multiple priorities without letting anything fall through the cracks. This role will function as a shared resource, also providing office and building management support to an affiliated company that shares the premises. This includes coordinating essential facility’s needs, supporting vendor relationships, and ensuring consistent standards across both workplaces. The ability to seamlessly balance priorities across multiple teams and environments is key to success in this role.

Requirements

Post-secondary education in Business Administration, Office Administration, Human Resources, or a related field (or equivalent experience)
3+ years of experience in an office administration, reception, HR support, or facilities coordination role
Familiarity with HR processes such as onboarding, recruitment coordination, and employee record management
Strong organizational and time management skills with the ability to manage competing priorities
Excellent verbal and written communication skills with a professional, approachable manner
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and comfort working with HRIS
Ability to coordinate calendars, meetings, travel arrangements, and office logistics efficiently
Strong attention to detail, particularly in documentation, data entry, and process follow-through
Ability to handle confidential information with discretion and professionalism
Problem-solving skills with a proactive approach to resolving day-to-day operational issues

Nice To Haves

Experience supporting multiple stakeholders or shared services environments is considered an asset
Experience with vendor coordination, office operations, or building/facility support an asset

Responsibilities

Handle incoming and outgoing phone calls and inquiries
Greet visitors and monitor the sign-in/out sheet
Manage outgoing and incoming mail, including local couriers pick up & drop-off
Handle emails and monitor multiple inboxes
Review, execute, and consolidate building contracts for supplies, facility maintenance, and other requirements
Act as a point of contact for and coordinate with vendors
Conduct general monthly office inspections
Scheduling and calendar management
Organize all on-site meetings as requested by the Management Team.
Perform various administrative and office support duties for all teammates.
Complete expense reports for office corporate cards as a proxy to the management team.
File and maintain all receiving documents to upkeep the Supply Chain SharePoint.
Provide support to the Administrative Services Manager, including Travel Administration.
Provide project-specific support on an as-needed basis, such as copy/editing and compiling reports.
Provide support to Sales & Marketing as required, including events, proposals, etc.
Maintain, order, receive, and store all office supplies and office grocery items.
Maintain the kitchen, break rooms, reception area, and overall office appearance.
Support job postings, applicant tracking, and candidate records and follow-ups.
Conduct phone screens, schedule interviews, and coordinate recruitment logistics.
Support employee benefits administration, including enrolments, changes, and terminations.
Support onboarding by preparing documentation, coordinating system access, and tracking onboarding tasks.
Assist with offboarding processes, including benefits termination and final employee separation documentation.
Ensure employee lifecycle changes are completed accurately, on time, and documented.
Assist with onboarding checklists, e‑signature requests, and HR workflows.
Support process advancements in HRIS, data accuracy, and maintenance of employee digital records.
Ensure confidential information is stored securely and updated as required.
Lead H3M Social Committee
Annual Social Committee Plan & Budget preparation and monitoring
Research/organize teambuilding events and Lunch & Learns with the help of the Committee