Office Support Specialist

Blackline Safety•Calgary, AB

16h•Hybrid

About The Position

The Office Support Specialist manages daily onsite office operations, supports facility needs, and enhances the workplace experience for employees and visitors. This role helps ensure a seamless, safe, and productive environment by connecting facilities management, hospitality, and day-to-day office operations.

Requirements

Minimum 1 year of previous experience in reception, office administration, hospitality, customer service, workplace services or facilities support is preferred.
High school diploma or equivalent.
Standard First Aid certification, or willingness to obtain certification within 30 days.
Office Technology Proficiency: Use Microsoft Office 365, SharePoint, Teams, NetSuite, and the Visitly visitor management system effectively.
Service Orientation: Maintain a warm and approachable demeanor as primary office contact, and communicate professionally with employees, contractors, vendors, and visitors.
Proactivity and Problem Solving: Anticipate office needs and take practical steps to address issues before they escalate.
Resilience and Adaptability: Remain calm, resourceful, and polite under pressure.
Organizational Agility: Manage time effectively, multitask, reprioritize based on changing business needs, and follow tasks through to completion.
Attention to Detail: Maintain high standards for office and building presentation, communication accuracy, and vendor contract details.
Discretion and Confidentiality: Demonstrate integrity and professional judgment when handling sensitive information, such as visitor logs and confidential files.
Collaborative Mindset: Work in a team-oriented, cooperative, and open-minded manner.

Responsibilities

Greet visitors, clients, contractors, and employees in a friendly and professional manner.
Maintain a clean, organized, and welcoming reception area.
Support visitor sign-in, security, access, and safety procedures.
Respond to general workplace inquiries and direct questions to the appropriate person or department.
Prepare meeting rooms before scheduled meetings, including arranging furniture, checking supplies, and confirming that rooms are clean and ready for use.
Reset and tidy meeting rooms following meetings.
Wipe tables, remove dishes and waste, straighten chairs, and replenish meeting room supplies.
Monitor shared office spaces and address minor cleanliness or organization concerns.
Assist with meeting setup, catering coordination, and special office events as required.
Maintain coffee, tea, water, and other workplace refreshment supplies.
Refill coffee stations and ensure machines and surrounding areas are clean and ready for use.
Monitor inventory levels and arrange for the replenishment of kitchen and hospitality supplies.
Check expiry dates and appropriately rotate or dispose of food and beverage products.
Monitor and restock office supplies, including printer paper, stationery, and meeting room materials.
Refill printer and copier paper as needed.
Maintain organized supply and storage areas.
Track supply usage and support purchasing or ordering activities within established guidelines.
Serve as a point of contact for routine workplace and facility-related concerns.
Receive, document, and coordinate requests involving cleaning, heating, cooling, lighting, plumbing, furniture, access, repairs, and general building services.
Monitor outstanding facility requests and provide updates to affected employees.
Escort vendors or contractors within the workplace when required.
Support office moves, furniture changes, workstation setup, and space organization.
Conduct routine workplace walkthroughs to identify maintenance, cleanliness, supply, and safety concerns.
Escalate urgent, complex, or high-risk facility issues to the appropriate manager.
Follow company health, safety, security, and emergency procedures.
Report hazards, incidents, damaged equipment, and unsafe conditions promptly.
Help keep exits, corridors, meeting rooms, kitchens, and shared spaces clear and safe.
Support emergency preparedness activities, inspections, drills, and workplace communications as assigned.
Monitor building and parking access in accordance with established procedures.
Handle cleaning products, office equipment and workplace materials in accordance with established procedures.
Maintain workplace service records, supply lists, service requests, and vendor contact information.
Assist with invoices, purchase orders, expense documentation, and supply tracking, where applicable.
Prepare simple workplace notices, signs, and employee communications.
Maintain bulletin boards and other communal information spaces.
Support onboarding activities, such as preparing workspaces, access materials, and welcome supplies.
Monitor and assign emails from the group inbox.
Assist with other administrative and workplace-related duties as assigned.