OFFICE MANAGER
This is a dual-company role supporting both First General Services Edmonton and Hibco Construction, two related but independently operated companies that share an office, leadership, and a number of core services including finance, IT, and administration. The Office Manager is the operational backbone of the shared office environment and serves as a central point of coordination across both organizations.
The Office Manager reports directly to the Chief Operating Officer and is responsible for leading reception, managing facilities and vendor relationships, coordinating all internal and company events, supporting internal communications, administering insurance and fleet logistics, liaising with our IT service provider, and providing administrative support to our Fort McMurray operations.
This role is well-suited to a highly capable, self-directed professional who thrives in a fast-paced, multi-priority environment and takes pride in running an office that operates smoothly, looks professional, and supports a strong company culture.
Responsibilities include but are not limited to:
1. Office Operations & Facilities
- Own day-to-day office operations across the shared Edmonton facility, ensuring the environment is organized, professional, safe and functional at all times
- Manage all facility maintenance and vendor relationships, including cleaning services, snow removal, HVAC (RTU) maintenance, plumbing, carpet cleaning, backwater valve testing, and overhead door servicing
- For larger facility projects such as renovations or capital upgrades, act as the internal coordination point -- liaising with the designated project manager, communicating timelines to affected teams, and ensuring disruptions to daily operations are minimized
- Deliver small-scale facility improvements and office environment projects, including signage, artwork, TV display content, and culture and atmosphere initiatives throughout the workspace
- Manage office supplies, seating assignments, and shared-space logistics for both companies
2. Reception Leadership
- Manage and supervise the receptionist, providing daily direction, performance feedback, and development support
- Ensure front-of-house operations reflect the professional standards of both Hibco Construction and First General Services
- Oversee visitor management, incoming calls, mail handling, and general office communications
3. Events & Culture
- Plan and execute all internal and company events from concept through to delivery, including logistics, venues, catering, AV, and budgets
- Events include but are not limited to: quarterly townhalls, annual vision day, Christmas party, ski trips, summer festival, yoga nights, and other team engagement activities
- Develop townhall agendas in coordination with leadership, manage presentation preparation, audio/visual setup, and post-event follow-up
- Support leadership in building and sustaining a strong, connected company culture across both organizations
4. Internal Communications
- Produce and distribute monthly and quarterly internal newsletters, coordinating content contributions from operations, safety, and leadership teams
- Manage internal communication channels and ensure timely, consistent updates reach all employees
- Support leadership in drafting and distributing company-wide announcements, policy updates, and organizational communications
5. IT Coordination
- Serve as the primary internal liaison between our IT managed service provider (Accurate IT) and our CFO, who oversees all IT operations
- Administer Microsoft 365 and SharePoint, including user groups, site permissions, access controls, and site structure, working in close coordination with Accurate IT
- Coordinate new hardware requests, workstation orders, onboarding and offboarding system access, and day-to-day IT escalations
- Support internal training and orientation on shared platforms including Microsoft 365, SharePoint, and Outlook
- Manage the Telus corporate account, including new user setup, device and internet hub ordering, and eSIM conversions
6. Insurance & Fleet Coordination
- Coordinate the annual commercial insurance renewal process, working with brokers, leadership, and relevant stakeholders to compile required documentation
- Request and manage Certificates of Insurance (COIs) for finance, business development, and project requirements on an as-needed basis
- Administer vehicle fleet logistics, including driver abstracts, vehicle registrations, and policy documentation
- Manage vehicle claims and incidents, coordinating between drivers, insurance providers, and leadership as required
- Support the COO in insurance-related matters, including ongoing managed legal claims, as required
7. Branded Merchandise & Internal Procurement
- Manage the company's internal branded merchandise store, including inventory tracking, reorder management, and fulfillment for staff across both companies
- Place and coordinate all orders for company-branded gear, including safety vests, apparel, and other internal items
- Assist with procurement research and purchasing coordination for branded merchandise, ensuring quality, cost-effectiveness, and timely delivery
- Maintain organized records of orders, suppliers, and inventory to support accurate tracking and budgeting
8. Fort McMurray Liaison
- Serve as the Edmonton-based point of contact for the Fort McMurray office
- Provide ongoing administrative support to the First General Fort McMurray office, serving as the primary Edmonton-based point of contact for operational and administrative needs
- Coordinate IT support, hardware requests, phone setup, and SharePoint access for the Fort McMurray team in alignment with the shared IT framework
- Support the Fort McMurray General Manager with administrative processes, vendor coordination, and operational requirements as they arise
9. Vendor & Contract Management
- Manage vendor relationships and service contracts for office and facility management across both companies
- Evaluate vendor performance, coordinate renewals and service agreements, and escalate issues to leadership as required
Requirements:
- Five or more years of progressive experience in office management, operations administration, or a senior administrative leadership role
- Post-secondary education in business administration, operations management, or a related field is preferred
- Advanced Microsoft 365 & SharePoint administration experience required
- Proven ability to manage a wide portfolio of responsibilities independently, with minimal day-to-day direction
- Experience in the construction, restoration, or trades industry is considered an asset
- Demonstrated ability to manage a broad portfolio of responsibilities independently, with minimal day-to-day direction
- Prior experience overseeing direct reports
- Must be available to support and execute events that may occur outside of standard business hours, including evenings, weekends, and occasional holidays, as required.
Skills:
- Advanced Microsoft 365 administration skills, with expert-level proficiency in SharePoint access management, user groups, permissions, and site administration
- Strong organizational ability with the capacity to manage competing priorities across two companies without losing precision or professionalism
- Excellent written and verbal communication skills, with confidence engaging at all levels including executive leadership, vendors, and field employees
- Sound judgment with confidential and sensitive information
- Comfortable coordinating with external IT service providers and managing day-to-day technology administration
- Experienced in event planning and execution across a range of formats and scales
- Self-directed, proactive, and solutions-oriented -- anticipates needs rather than waiting to be asked
- Professional composure in a dynamic, fast-paced environment
Work Conditions:
This is a full-time, in-office role. The position involves regular computer use and extended desk work. Occasional lifting of office supplies or materials up to 25 lbs. may be required. Some flexibility outside regular hours is expected to support company events and address the occasional operational matter. Visits to job sites or offsite venues are part of the role. Day-to-day interaction with employees at all levels, leadership, vendors, and clients is routine and expected.
Work Type: Full Time, In Office
Schedule: Monday to Friday, 8:00 AM to 4:30 PM
Location: Edmonton, AB (primary) with periodic support for Fort McMurray operations
Travel: Primarily Edmonton and area
Salary: Starting at $80,000, commensurate with experience and qualifications
Vacation: 2 weeks
How to Apply
If you are a motivated and experienced Office Manager looking for a new challenge, please submit your resume and cover letter to [email protected] or apply on Indeed. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: From $80,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Application question(s):
- What's your personal email address we can reach you at?
Education:
- Bachelor's Degree (preferred)
Experience:
- Office management: 5 years (required)
- Event planning: 3 years (preferred)
- IT support: 1 year (preferred)
- Facilities maintenance: 1 year (preferred)
Licence/Certification:
- Driving Licence (required)
Location:
- Edmonton, AB T5P 4Y8 (required)
Work Location: In person
