Office Administrator

2 weeks ago

Calgary, Canada Kalamoir Construction Full time

**Job Overview**:
We are seeking a highly organized and proactive Office Administrator to support our growing team. This role is a hybrid of administrative and operational responsibilities. You’ll play a critical role in employee onboarding, document handling, and day-to-day office coordination, ensuring smooth business operations and excellent internal service.

**Key Responsibilities**:

- Prepare and send employment agreements and trade contracts via DocuSign
- Collect and process new hire information, including banking, identification, and employment details
- Assign Procore and Kalamoir Credit Card access based on role
- Track employee time off and maintain visibility on the office time-off board
- Write letters of employment and manage employment verification documentation
- Monitor PHBI course completions and coordinate enrolments
- Source staff accommodations for out-of-town projects

**Office & Administrative Support**
- Manage phone reception and building access for visitors
- Maintain and order office supplies
- Coordinate weekly staff lunch orders
- Maintain and update employee lists and company newsletter photos monthly
- Maintain the AP contact list and process cheque distributions (printing, mailing, pickup communication)
- Compile and send weekly safety summaries

**Accounts & Invoicing Coordination**
- Process supplier invoices
- Scan, file, and distribute invoices by account or project
- Ensure statements are reconciled and sent to appropriate teams
- Send bi-weekly expense reminders and ensure submissions are tracked
- Track and distribute Float statements and receipts, adjust limits as needed
- Input monthly labor costs into Procore

**Qualifications**:

- 2+ years of experience in an administrative role
- Proficient in Microsoft Office Suite and general tech tools (e.g., Outlook, SharePoint, DocuSign)
- Experience with platforms like Procore is an asset
- Strong organizational skills with the ability to manage multiple priorities
- Excellent written and verbal communication skills
- Proactive problem solver with a service-oriented mindset

Pay: $45,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Paid time off
- Vision care

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 2 years (preferred)

Work Location: In person

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