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Reception Operations Specialist

3 months ago

Calgary, Alberta, Canada Urban Systems Full time

Position Overview

Our Calgary office is seeking a motivated Reception Operations Specialist to enhance our dynamic workplace. If you thrive in a role with diverse responsibilities and can adapt to shifting priorities, we want to hear from you. Strong organizational skills and proficiency in MS Office are essential for success in this position.

Key Responsibilities

  • Client Engagement – Establish a friendly atmosphere for clients, visitors, and staff, and assist in the onboarding process for new team members.
  • Office Management – Manage the ordering and replenishment of office supplies; maintain cleanliness and organization of shared spaces; oversee outgoing mail and courier services; ensure the functionality of security systems; and support general office upkeep.
  • Meeting Support – Provide logistical support for meetings, including coordinating lunch orders, ensuring meeting rooms are prepared and stocked, and managing setup and teardown as necessary.
  • Financial Administration – Assist with financial tasks such as Visa management, bank deposits, invoice processing, and promoting sound business practices.
  • Event Coordination – Help organize various events, book meeting spaces, manage event setup and teardown, coordinate catering, and oversee inventory and assembly of promotional materials.
  • Additional Administrative Tasks – Perform other office support duties and errands as required.

Candidate Profile

We are looking for a proactive and eager individual who is dedicated to providing exceptional service to both internal teams and external clients. The ideal candidate will have up to 2 years of experience or relevant education in office administration or a related discipline.

Essential Skills

  • Attention to Detail – You take pride in delivering high-quality work and adhere to accounting and administrative procedures accurately while meeting deadlines.
  • Service Orientation – You are committed to providing innovative and high-quality service to colleagues, clients, and visitors.
  • Adaptability – You are comfortable with evolving responsibilities and demonstrate a positive approach to problem-solving.
  • Team Collaboration – You foster teamwork and build strong relationships, understanding the needs of your colleagues and integrating them into a cohesive plan.
  • Professional Demeanor – You maintain a friendly and approachable attitude while managing a demanding workload and navigating interruptions with professionalism.
  • Analytical Skills – You objectively assess information and make informed decisions, considering various perspectives to solve complex issues.
  • Technical Proficiency – You are adept at following administrative processes and deadlines, with advanced knowledge of Microsoft Office applications, particularly Word, PowerPoint, and Excel.

About Urban Systems

Urban Systems is a community consulting firm rooted in Canadian values. Our mission is to transform communities into vibrant places where people want to live now and in the future.

With over 700 professionals across 18 offices in Canada, we collaborate closely with clients to deliver impactful projects. Our diverse clientele includes Indigenous communities, various levels of government, and developers in the commercial and residential sectors.

We prioritize our communities and our workforce, celebrating the unique contributions of each individual while fostering a shared commitment to our mission. We seek creative, passionate, and courageous individuals to help us create meaningful change.

Our Commitment to Employees

At Urban Systems, we offer opportunities to engage in significant projects and collaborate with diverse stakeholders. As a valued team member, you can expect:

  • Competitive Compensation and Benefits – Enjoy a salary range of $48,000 to $53,000 annually based on a 40-hour work week, along with extended health, dental, and vision coverage.
  • Paid Time Off – We encourage taking time off to recharge, offering 3 weeks of paid vacation plus statutory holidays.
  • Professional Development – We support your growth through coaching, in-house training, and technical courses.
  • Collaborative Environment – Work with interdisciplinary teams that blend creativity and innovation to deliver important projects.
  • Flexible Work Arrangements – We provide flexibility in your work schedule and environment to help you balance your professional and personal commitments.
  • Retirement Savings Support – Participate in our Long-Term Matching Program to help you achieve your retirement goals.
  • Transition Support – Receive assistance during life’s transitions, including generous parental leave top-ups.
  • Community Impact – Join a team that believes in the importance of our work, contributing to meaningful community projects.