This full-time, office-based position serves as the first point of contact for visitors to MEMS’ Calgary office and plays a critical role in ensuring a professional, efficient, and well-coordinated workplace environment.
The Office Administrator provides comprehensive administrative and operational support to the Calgary office while also acting as a central coordination point for administrative practices across all MEMS locations. The role ensures consistency in office procedures, contributes to operational efficiency, and supports staff, clients, and leadership through high-quality service delivery and effective coordination of facilities, resources, and administrative processes.
Key Accountabilities
Front Office & Client Experience
- Provide a professional and welcoming front-line reception service to all visitors and staff.
- Ensure all visitors follow required safety and security protocols.
- Respond to general inquiries promptly and professionally, resolving routine issues or escalating as appropriate.
- Maintain a high standard of client service and contribute to a positive workplace experience.
Office Operations & Facilities Coordination
- Coordinate and maintain daily office operations to ensure a clean, safe, and functional work environment.
- Maintain office equipment and coordinate service, repair, and maintenance activities.
- Ensure all common areas, meeting spaces, and shared facilities are consistently organized and presentable.
- Support workspace setup for new hires, visitors, and internal moves.
- Maintain and update office floor plans and space utilization tracking.
Administrative & Document Support
- Provide administrative support including scheduling meetings, coordinating conference calls, and supporting internal communications.
- Administer document control processes, ensuring proper filing, version control, and accessibility of corporate records.
- Monitor and manage shared inboxes, ensuring timely and accurate responses.
- Support preparation and delivery of internal meetings, including Townhall coordination and recording.
Procurement & Inventory Management
- Coordinate purchasing of office supplies, equipment, software, and services in accordance with company procedures.
- Maintain inventory of office and supply room items, ensuring stock levels are adequate and accurately tracked.
- Prepare and submit purchase orders and track expenditures within established guidelines.
Corporate Events & Meeting Coordination
- Coordinate planning and execution of corporate events (e.g., Christmas party, open houses, shareholder meetings).
- Liaise with vendors to arrange catering, facilities, audio-visual requirements, and event logistics.
- Ensure meetings and events are delivered professionally and efficiently from setup through completion.
Multi-Location Administrative Coordination
- Act as a central point of coordination for administrative practices across MEMS locations.
- Coordinate travel arrangements (i.e., hotel reservations, flights, direct bill accounts) for employees.
- Promote consistency in procedures, tools, and service standards across offices.
- Collaborate with administrative staff and operational teams in other locations to share best practices and improve efficiencies.
Decision-Making Authority
- Prioritize daily administrative tasks and competing requests.
- Resolve routine operational and service issues independently.
- Initiate purchases within established limits and procedures.
- Escalate complex issues, budget exceptions, or operational risks to the supervisor.
Education and Experience
- High school diploma (Grade 12) required
- Post-secondary education in administration or a related field is an asset
- Minimum 2–5 years of administrative or office coordination experience preferred
- Experience in a multi-site or corporate office environment is considered an asset
Other Knowledge and Skills
- Strong interpersonal and customer service skills in a professional office environment
- Ability to coordinate with multiple stakeholders and work effectively across locations
- Strong organizational and problem-solving skills
- Experience coordinating vendors, services, or events is an asset
- Ability to handle sensitive and confidential information with discretion
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, SharePoint)
- Ability to work independently and collaboratively in a fast-paced environment
Working Conditions:
- Office-based environment requiring extended periods of sitting and computer use
- Manual dexterity required to operate standard office equipment
- Ability to lift up to 25 lbs as required
- Occasional extended hours may be required to support events or operational needs
About MEMS
Millennium EMS Solutions (https://www.mems.ca/)Ltd. (MEMS) is an employee-owned environmental consultancy providing environmental, health and engineering services across western Canada since 1998. We are known for our credibility, integrity, technical competence, and our talented staff. We meet and exceed the needs of our client’s projects because we are prepared technically, professionally, and logistically. We are delivery-oriented and deliver superior, cost-effective services.
Why Choose MEMS?
MEMS believes in supporting employees in achieving their career goals while maintaining a healthy work-life balance. In addition to rewarding job opportunities, we offer an attractive employee package, including:
- Competitive salaries
- Comprehensive benefits package including flex benefits for extended health care, dental care, vision, life insurance, short term disability insurance, long term disability insurance, critical illness insurance and accidental death and dismemberment insurance
- Employee share-ownership plan
- Group RRSP matching plans
- Employee wellness programs
- Career development planning
- Compensation for subscription and accreditation fees
Equal Opportunity Statement
MEMS practices equal opportunity and fair hiring practices when filling positions and will hire the most qualified individuals based on their knowledge, skills, abilities and other competencies. MEMS has adopted this philosophy to ensure all employees, and potential candidates are considered for employment opportunities through a consistent, fair and barrier-free approach.
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