Receptionist/Office Administrator

Bluestar Engineering Ltd. is a Calgary-based EPCM company specializing in oil and gas and renewables projects. We are a group of professionals who form a fully integrated multi-disciplinary organization backed by many years of experience.

 

We are currently seeking a Receptionist / Office Administrator to join our team.

 

Duties & Responsibilities:

· Greeting Visitors: Welcome guests, directing them to the appropriate person or office, and provide basic information.

· Phone Management: Answer, screen, and forward phone calls, taking messages, and ensuring prompt and professional communication.

· Reception Area Maintenance: Maintain the reception area to be tidy, organized, and presentable.

· Mail and Delivery Handling: Receiving, sorting, and distributing mail, packages, and deliveries. Prepare and track outgoing courier shipments.

· Managing Office Supplies and Equipment: Ordering, stocking, and tracking office supplies and equipment to ensure availability and efficiency. Ensure supplies are stored and properly located/distributed throughout the office.

· Maintaining Office Records and Files: Implement and maintain filing systems, ensuring compliance with record retention policies.

· Scheduling and Coordinating: Scheduling meetings, appointments, and events; coordinating travel arrangements.

· Providing Administrative Support: Assisting with various administrative tasks, including answering phone calls, handling correspondence, and greeting visitors.

· Ensuring Office Efficiency: Implementing and maintaining office systems, workflows, and procedures to optimize productivity and reduce waste.

· Handling Vendor Relations: Managing relationships with vendors for supplies, equipment, and services.

· Coordinating Staff Activities: Scheduling meetings, managing performance, and resolving conflicts.

· Travel Arrangements: Arrange project and business-related travel, meetings, lunches, etc., as required.

· Acting as a Central Point of Contact: Serving as the main point of contact in the reception area, directing inquiries and providing information.

· Planning and Coordinating Events: Organizing and coordinating team-building activities, employee appreciation events, and community outreach initiatives and coordinating vendor lunch and learns.

· Office Supply Management: Monitoring and ordering office supplies.

· Supporting Staff: Providing general administrative support to staff members.

 

Communication and Coordination:

· Internal communication: Ensuring clear and effective communication within the office, including disseminating important information and updates.

· External communication: Managing correspondence with clients, suppliers, and other external parties.

 

Requirements:

· Bachelor’s degree or certificate in a relevant field.

· 1 – 3 years of experience as a receptionist or office administrator.

· Intermediate skill level in computer applications (MS Word, MS Excel, PowerPoint).

· Excellent written and verbal communication skills.

· Motivated, self-starter with exceptional prioritization and organization skills.

· Ability to adjust to change and multitask in a fast-paced setting.

· Friendly, personable and able to work in a team environment.

· Desire to learn and develop professionally.

 

Bluestar Engineering Ltd. is proud to be an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

 

Job Types:

· Full-time, Permanent

 

Benefits:

· Semi Business Casual dress

· Company events

· Extended health care

· Dental care

· Disability insurance

· Employee assistance program

· Life insurance

· On-site gym

· Paid time off

· Vision care

 

Schedule:

· Monday to Friday

 

Ability to commute/relocate:

· Calgary, AB: reliably commute or plan to relocate before starting work (required)