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Receptionist/Facilities Coordinator

3 months ago

Calgary, Alberta, Canada Vista Projects Limited Full time

Job Title: Receptionist/Facilities Coordinator
Job Department: Corporate
Job Location: Calgary, AB

What Vista Does

Vista Projects is an integrated industrial engineering firm that helps clients navigate the digital transformation of their projects and operations. Our proven project execution process is based on a "single source of truth" model that eliminates the potential for inefficient engineering designs, cost overruns and project completion delays.

Why We Do It

We believe the world needs industrial projects and that intelligent engineering data can increase the likelihood of innovative solutions getting to market. Over the years, our multi-discipline teams have conceptualized and designed some of the most challenging and successful industrial processing projects in the North American energy sector. Vista has established itself as a trusted industrial engineering partner for all types of projects, from conceptual studies and pilots to large-scale commercial expansions.

Where We Work

The benefits of our approach apply to new asset developments and brownfield optimization projects across several industrial markets. This includes biofuels and produced water treatment to natural gas and petrochemical processing. While we are headquartered in Calgary and maintain a satellite office in Houston.

Main Duties and Responsibilities:

The Receptionist/Facilities Coordinator performs coordination activities and provides management support to a key business function (e.g., recruitment or facilities operations). Key duties include:

  • Strategic Implementation and Reporting: Conceptualizing, designing, implementing, and maintaining reports as required by management; assisting in the development and implementation of the organization's strategic goals.
  • Data and Records Management: Performing data entry and managing records for compliance activities, asset allocations, attendance, and request histories.
  • Budget and Procurement Management: Managing a subset of the corporate budget, including planning, procurement, verification, and vendor management; adhering to purchasing rules and ensuring the approved budget is not exceeded.
  • Cross-Departmental Support: Completing ad hoc work and providing support for other department leads within the Corporate team (Technology, Human Resources, Accounting, Business Development, Marketing, and Facilities) or project teams.
  • Coaching and Administrative Support: Providing coaching and training to other staff members; offering administrative support as required, including reception tasks and event coordination.
  • Event and Logistics Coordination: Planning and organizing full-scale events, managing all aspects from venue selection to execution, and ordering lunches for meetings and corporate events, ensuring dietary preferences and restrictions are accommodated.
  • Reception and Facilities Support: Answering a multi-line phone system; greeting clients and visitors; managing couriers and access card provision; ensuring compliance with security policies; assisting the Facilities department with event coordination and office space organization.
Requirements

The Corporate Coordinator must possess a robust set of skills and knowledge to effectively support the organization's needs. Essential requirements include:

  • Technical Proficiency and Detail Orientation: Demonstrated expertise in MS Office (Excel, Word, Outlook) coupled with a strong focus on detail and conscientiousness.
  • Communication and Organizational Skills: Excellent verbal and written communication abilities alongside superior organizational and time management skills.
  • Professional Interaction: Capability to interact professionally with all levels of clients, both internal and external, maintaining a positive and friendly attitude.
  • Independence and Team Collaboration: A self-starter who can work independently as well as part of a team, showing initiative in all tasks undertaken.
Preferred

For a candidate to stand out, the following qualifications are preferred:

  • Educational Background: An undergraduate degree in a relevant business field such as Management, Human Resources, Economics, or Finance.
  • Professional Experience: A minimum of four years of experience in a professional setting, ideally in roles related to coordination or support functions, demonstrating a track record of effective teamwork and independent project management.
Why People Like Working with Us

Working with Vista is a chance to contribute to the typeof challenging municipal and industrial projects that the world requires. If that doesn't excite you, this role likely won't be a fit.

Challenging projects require focus and we enable our people to do their best work with modernized project systems that are based on our leading use of intelligent data-centric execution architecture. Our staff and clients like that it gives them real-time access to validated data shared across all project departments. This fosters project design and business decisions based on a single, authoritative source of truth and provides increased transparency and collaboration with team members and clients, leading to improved engineering quality and a product we can all take pride in.

What We Offer

An opportunity with Vista is not just a job; it is a chance to tackle challenging projects with colleagues who are among the most recognized and accomplished in their disciplines.

Vista offers all employees

  • A stimulating, fast-paced and challenging work environment where you will contribute to the interesting municipal and industrial engineering projects
  • A robust and consistent recruitment process that ensures your colleagues are likeminded and comparably capable
  • An opportunity to be a part of an entrepreneurial, technically skilled team which has established leadership in innovative engineering solutions
  • A strong value-based philosophy that provides an informal, close-knit team environment, where you and your family feel like a part of our organization, and not just an employee number
  • Competitive compensation and benefits, including a performance-linked variable pay program
  • Company-sponsored social events and team sports
  • Flexible work schedules, half-day Fridays and free parking
  • An organization that values and encourages diversity
How to Apply

Please complete the application form below and include a cover letter concisely demonstrating how your skills and experience align with our job posting.By submitting this application, you consent to ourPrivacy Policy , and you consent to receive transactional electronic messages from Vista and third parties acting on our behalf.

Note:As part of the interview process there will be a technical testing component that will take up to two hours and can be completed at home on your own timeline. Candidates may be required to complete a security clearance procedure prior to receiving anoffer.

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