Office Coordinator

Requisition ID:
177994

Job Level:
Mid Level

Home District/Group:
Kiewit Energy Canada District

Department:
Business Management

Market:
OGC

Employment Type:
Full Time

Position Overview

We are currently looking for an Office Coordinator to support our office in Calgary. As the Office Coordinator you will report to the Executive Assistant to the EVP and provide administrative support to the District office. This includes but is not limited to the management and overseeing of all office functions as they arise, data entry, processing data, providing support to Human Resources and IT as well as assist with social events.

District Overview

Kiewit Energy Canada is headquartered in Calgary, Alberta. We are a major industrial contractor that work on projects that involve construction of oil & gas facilities such as oilsands processing, including steam–assisted gravity drainage facilities, upgrading & refining, midstream facilities, power & co-generation, terminal projects (ex. LNG, LPG, etc.), and major mine developments. We also have a Modular Yard facility in Edmonton, Alberta. Our engineering branch is a leading-edge division that offers innovative engineering services for our current projects and new pursuits in Canada. Our design services group are based in Calgary and Houston offering expertise in process, piping, mechanical, electrical and civil/structural disciplines.

Location

Calgary, AB

Responsibilities

• Organize and arrange meetings, schedule conference rooms and set up catered meals
• Maintains all common areas such as boardrooms, copy rooms, kitchens, vacant workspaces
• Prepare / distribute mail and correspondence, including e-mails and faxes
• Sort and distribute incoming mail including office deliveries
• Order and maintain office supplies, arrange for equipment maintenance as needed
• Coordinating with Landlord on office maintenance items
• Provide primary backup to office Reception - greet visitors, facilitate walk-ins and answer the phone as needed
• Maintain a working knowledge of current software package and new technologies to improve operations
• Create, edit, send and update all office signage / communication with appropriate grammar and punctuation on a regular basis
• Ensures all office issues are dealt with in a timely manner with proper follow-up and recording of any issues (for example IT boardroom issues)
• Plans / coordinates new and creative social activities / charity events throughout the year for the District (for example: District Meeting, holiday events, potlucks, teambuilding, etc.)
• Ensures proper onboarding of new staff (including IT equipment, paperwork, workspace setup)
• Oversees parking assignments for staff and long-term visitors
• Maintains floorplans and assigns seats accordingly
• Budget management of office expenses and social activities
• Expense consolidation
• Coordination of some management expense entries
• Set up new hires including dispatch request, and facilitating onboarding activities
• Perform other duties as required

Qualifications

• Must be a positive, pro-active, approachable, strong team participant with the ability to maintain strict confidentiality
• Must be knowledgeable in basic accounting functions
• Proficient in Microsoft Office products including Word, Excel and PowerPoint, SharePoint
• Excellent attention to detail with the ability to recognize discrepancies
• Strong written and verbal communication skills
• Has the ability to be creative and can bring new ideas to our social events
• Must be a self-starter and highly motivated with the desire to do what it takes to get the job done
• Experience working in a fast-paced / multitasking environment
• Has experience dealing with difficult situations
• Ability to lift and carry up to 40 lbs.
• Must have valid driver's license

Other Requirements:

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.

We offer our fulltime staff employees a comprehensive benefits package that's among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.
We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.