Office Administrator

At Exergy Solutions, we accelerate industrial innovation through specialized Advisory, Engineering, and Manufacturing services. Our agile team partners with clients to deliver practical, fast-paced solutions that support operational excellence, advance clean technology, and drive progress toward a low-carbon future. From strategic consultation to hands-on manufacturing, we work across the project lifecycle and redefine what's possible by leveraging an operational mindset and a commitment to results.

What we offer

Advisory: Our experts lead clients through decarbonization strategies, technology integration, and process optimization. We provide the research, analysis, and guidance needed for organizations to make confident decisions in carbon capture, clean fuels, emissions abatement, and energy efficiency.

Engineering: Exergy delivers full-cycle engineering from early-stage studies to detailed design, procurement, and construction management. We support every phase of a project, including commissioning, optimization, and ongoing operations to ensure long-term reliability and performance.

Manufacturing: At our state-of-the-art Nexus Manufacturing Facility in Calgary, we offer integrated, end-to-end manufacturing solutions. Our capabilities include advanced metal 3D printing, CNC machining, digital inventory management, and modular fabrication which enables rapid prototyping and production of specialized components for a range of industries.

Our unique blend of skills, coupled with our focus on innovation, not only saves time and costs but also delivers tangible results. This integrated approach ensures that our clients remain at the forefront of technological advancements and sustainable practices in the energy sector.

Reports to: The Office Manager

Exergy is seeking for a talented and self-motivated, Office Administrator to join our team and help manage the day-to-day administration of our organization. This position will require the person to be detailed oriented, professional, highly organized and have excellent written and verbal communication skills. If you enjoy working in an environment that values creativity, critical thinking, and innovation, then this will be a great fit for you. This role is 5 days per week position at the Quarry Station location.

At Exergy, our work is often challenging yet fulfilling. We pride ourselves in thinking outside the box, offering unique problem solving and sound technical expertise, while exhibiting agility in project execution. The key responsibilities are as follows:

• Reception duties: Welcoming visitors and directing them to the relevant personnel.
• Carrying out clerical duties such as answering phone calls, responding to emails.
• Coordinating and managing meeting rooms schedules for the company staff as well as for tenants.
• Performing basic bookkeeping tasks such as monitoring the accounts email, uploading and code receipts to the company's bookkeeping platform (DEXT) as well as the company's project management platform (HARVEST) and work with the procurement coordinator to ensure invoices/receipts are submitted in a timely manner.
• Setting up invoice and receipt approvals workflows (SMARTSHEETS)
• Assist with new supplier onboarding and completing credit applications.
• Assist with new vendor credit applications and entering into the system.
• File and maintain electronic documents for finance.
• Support the procurement specialist with the duties for the shipment of goods and determine the best method of shipment and setting this up.
• Monitoring and maintaining our facility inventory lists and purchasing office supplies, shop supplies, and kitchen supplies as needed.
• Overseeing the maintenance of office facilities and ensuring adequate services are provided by the office cleaning services.
• Ensure the kitchen and office areas are kept clean, including emptying the dishwasher daily, ensuring the whiteboards are wiped off on a daily basis, etc.
• Complete travel arrangements for team members
• Administrative support as required to maintain the company's Health and Safety program in good standing.
• Such other reasonable duties as may be assigned by the company from time to time.

At Exergy, critical thinking and a passion for new technologies is part of our DNA. We are driven by a desire to help our clients advance their innovation initiatives and objectives. In this role, it is required to be proactive, detail oriented with a positive attitude and effective communication skills. Candidates for this position will possess the qualifications outlined below:

Candidates for this position will have:

• Outstanding communication and interpersonal skills
• Proficiency with basic accounting and office procedures
• Excellent organizational skills
• Attention to details is a must
• Proficiency with office software like Microsoft office 365, QBO, DEXT
• Ability to multi-task and set priorities to help maintain team-work deadlines
• Good data entry skills
• Ability to work well in a team environment and independently
• High school diploma; with post-secondary or proven experience as an office administrator

We offer a comprehensive benefits program.