Reception Operations Specialist

4 weeks ago

Calgary, Alberta, Canada Urban Systems Full time

Overview of the Role

Our Calgary branch is seeking a motivated Reception Operations Specialist to enhance our dynamic office environment. If you thrive on a diverse range of responsibilities and can adapt to shifting priorities, we want to hear from you. Your organizational skills and proficiency in MS Office will be key in this collaborative role.

As a Reception Operations Specialist, your primary responsibilities will include:

  • Welcoming Environment – Foster a friendly atmosphere for clients, visitors, and team members, while assisting with the onboarding process for new staff.
  • Office Management – Manage the ordering and replenishment of office supplies; ensure common areas are clean, organized, and well-maintained; oversee outgoing mail and courier services; maintain security systems; and handle general office upkeep.
  • Meeting Support – Provide daily assistance for meetings, including coordinating catering, ensuring meeting rooms are prepared, and managing setup and breakdown as necessary.
  • Financial Administration – Support financial operations such as Visa management, bank deposits, invoice processing, and promote sound business practices.
  • Event Coordination – Aid in organizing various events, reserve meeting spaces, manage event logistics, and handle catering requests and promotional materials.
  • Additional Administrative Tasks – Perform other office support duties and errands as needed.

Candidate Profile

We are looking for a proactive and eager individual who is committed to delivering 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 similar field.

Key attributes that will contribute to your success include:

  • Attention to Detail – You take pride in producing high-quality work and adhere to accounting and administrative procedures accurately while meeting deadlines.
  • Service Orientation – You are dedicated to providing innovative and high-quality service to colleagues, clients, and visitors.
  • Adaptability – You embrace the unpredictability of assigned tasks and approach challenges with creativity and positivity, remaining composed amidst interruptions.
  • Team Player – You promote collaboration and build positive relationships, integrating the ideas and needs of team members into a unified plan.
  • Personable – You consistently exhibit an approachable demeanor and manage competing demands with professionalism.
  • Analytical Thinker – You objectively assess information and make informed decisions, considering various perspectives to solve complex issues.
  • Technical Skills – You proficiently follow administrative and accounting processes and are well-versed in Microsoft Office applications, particularly Word, PowerPoint, and Excel.

About Urban Systems

Urban Systems is a community consulting firm that is employee-owned and deeply rooted in Canadian values. Our mission is to transform communities into vibrant places where people aspire to live.

Since our inception in 1975, we have expanded to over 700 employees across 18 offices in Canada. Our dedicated team collaborates closely with clients and their communities to deliver impactful projects. We are proud to partner with a diverse range of clients, including Indigenous communities, government entities, land developers, and the natural resource sector.

We value our communities and our employees. Our diversity fuels our creativity, and our shared commitment to Urban Systems unites us. We are looking for innovative, passionate, and curious individuals to help us create meaningful change in communities.

Our Commitment to Employees

We offer opportunities to engage in challenging projects and collaborate with various stakeholders. As a member of Urban Systems, you can expect:

  • Competitive Salary and Benefits. Enjoy a competitive salary, extended health, dental, and vision care coverage. The salary range for this position is $48,000 to $53,000 annually based on a 40-hour work week, negotiable based on experience.
  • 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, technical courses, and more.
  • Collaborative Environment. Experience the synergy of interdisciplinary teams where creativity and teamwork lead to innovative solutions.
  • Flexible Work Arrangements. We understand the importance of work-life balance and offer flexible scheduling and work environments.
  • Retirement Savings Support. We provide a Long-Term Matching Program to assist you in achieving your retirement goals.
  • Transition Support. We offer generous parental leave top-ups and support during life’s transitions.
  • Community Impact. Join a team where 98% of employees believe in the significance of our work in the community.

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