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Office Coordinator

2 weeks ago

Calgary, Canada Heritage Business Interiors Full time

HBI - Office Coordinator
**Job Title**: Office Coordinator
**Type**: Full-time, On-Site
**Location**: Calgary
**Hours**: Monday - Friday, 8am - 4:30pm
Job Function
Specific Responsibilities and Duties
- Greet and assist visitors, clients, and staff in a professional and courteous manner.
- Maintain office supplies inventory and place orders as needed.
- Maintains the reception area, desk, and showroom to keep it clean, organized and visibly attractive to customers.
- Receives and route mail to appropriate internal departments and personnel.
- Handle mail distribution, shipping, and receiving duties.
- Administrative and operational support activities for the management team. Includes booking luncheons and catering, conference rooms, business travel, etc.
- Maintain internal records, update contract lists, and ensure accurate documentation of client visits, meetings and guests.
- Coordinate and assist with Sales and Marketing teams related to event planning, initiatives and tasks.
- Assist in marketing events, as needed, in the showroom.
- Assist with bids where appropriate. Including information gathering and preparing presentation materials.
- Manage and maintain materials library
- Attend meetings and keep notes as needed
- Edit and proofread written correspondence, memos, and submissions as needed
- Schedule meetings, appointments, and manage calendars for leadership or teams.
- Assist with onboarding of new employees and maintaining office documentation.
- Coordinate and support internal events, meetings, and office-wide initiatives.
- Maintain cleanliness and organization of common office areas.
- Assist with basic bookkeeping, data entry, or HR support tasks as needed
Knowledge & Skill Requirements
- Previous experience in an administrative or office management role ideally with customer service experience.
- Knowledge of the Microsoft office suite, including Excel, PowerPoint, and Teams
- Ability to use Adobe, InDesign and Photoshop
- Excellent organizational and time management skills
- Attention to detail, especially regarding presentation formatting and information proof-reading
- Excellent written and verbal communication skills
- Eye for layouts and presentations
- High level of professionalism
- Professional demeanor and customer service orientation
- Ability to adapt to different tasks and identify areas to lend support
- Ability to work collaboratively with others
- Considered a self-starter; undertakes a project on their own initiative, without needing to be told or encouraged to do so
- Ability to work in a fast-paced environment and adapt to shifting priorities.