Administrative Assistant, Qualico Communities

Ovrc; Calgary; Hybrid; CAD 45,000 - 60,000; Full time

Job summary

Qualico Communities is seeking an Administrative Assistant in Calgary, AB, CA to support the Development team with a variety of clerical tasks. You will handle inquiries, prepare documentation, manage calendars, and assist with invoices and expense reporting.

The ideal candidate has at least 2 years in administration, strong Microsoft Office skills, and a detail-oriented, collaborative mindset. This role offers standard office hours and a professional, team-oriented environment.

Qualifications

• Minimum 2 years of administrative experience.
• High school diploma or equivalent required.
• Proficient in Microsoft Office programs and office equipment.
• Successful verification of criminal record check.

Responsibilities

• Respond to internal and external inquiries and greet visitors.
• Prepare and distribute correspondence, reports, and spreadsheets.
• Organize and maintain records and filing systems.
• Schedule appointments and arrange travel; maintain calendars.
• Prepare meeting agendas and take minutes; track follow-up items.
• Review and circulate documents for signature; assist with invoicing.
• Reconcile expense reports and ensure proper coding before accounting.
• Establish and maintain office procedures; order supplies as needed.
• Promote safety and compliance with company programs; report issues.

Skills

Organized

Strong communicator

Active listener

Detail oriented

Team player

Education

High school diploma or equivalent

Diploma or Certificate in Office Administration (asset)

Tools

MS Office Suite

Job description

Full Time Employee Calgary, AB, CA

Title: Administrative Assistant

At Qualico Communities, our people make the difference. We offer an exciting place to build your career with competitive compensation and benefit packages, company matching RRSP/DPSP program, employee home purchase program and employee discounts.

Job Overview

Reporting to the Director, Development, as the Administrative Assistant you will support the team and handle a variety of Administrative and clerical tasks.

Your day-to-day responsibilities will include:

• Responding to internal and external inquiries in a timely manner. Greeting and directing visitors.
• Preparing and distributing correspondence, reports, spreadsheets and other documentation.
• Organizing and maintaining records and filing systems.
• Scheduling appointments, arranging travel and maintaining calendars.
• Preparing meeting agendas, taking meeting minutes and tracking follow-up items.
• Reviewing, circulating, tracking, and managing documents for signature.
• Assisting with invoice coding, document preparation, spreadsheets, reports, correspondence, and other administrative tasks.
• Collecting, reviewing, and reconciling employee expense reports, ensuring expenses are coded appropriately before submission to accounting.
• Establishing and maintaining office procedures. Ordering office supplies.
• Promoting a safe work environment and ensuring compliance with Qualico’s Safety Program. Promptly reporting safety concerns or violations to the supervisor.
• Assisting the team and other departments with other project duties as assigned.

As our ideal candidate, you are…

• Organized; you effectively manage your time while balancing multiple priorities.
• A strong communicator; you clearly express your thoughts in conversation and in written communication.
• An active listener; you seek to understand and listen to others in a non-judgmental way.
• Detail oriented; you focus on detailed accuracy when dealing with a high volume of work.
• A team player; you contribute as a team member and share equally in the exchange of ideas, concepts and process outcomes.
• High school Diploma, or equivalent.
• Minimum 2 years of experience in an administrative role.
• Satisfactory verification of criminal record check.
• Proficient in Microsoft Office Programs (Outlook, Word, Excel, Teams, SharePoint and PowerPoint).

Preferred Qualifications

• Diploma or Certificate in Office Administration is an asset.

What We Value

• Creating trusting and successful working relationships.
• Setting clear, measurable and achievable goals.
• Cooperating with team members in an open, positive and respectful manner.
• Taking responsibility for the outcomes of decisions and actions.
• Staying current with technical job skills.

Work Conditions

You primarily work in an office setting during regular business hours. Overtime may occasionally be required.

About Us

Qualico Communities has been developing award winning neighborhoods and communities for over
60 years and we understand that integrity, quality, partnerships and giving back is important. A leader in real estate development, we put strong vision, planning and resources behind every project. We have designed, facilitated and built the highest-quality communities across Western Canada and in Austin and Dallas-Fort Worth,Texasworking with local governments, builder contractors and residents.

Qualico welcomes applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Candidates being considered will be contacted. We thank you for your interest. Join our Talent Community to stay up to date on job opportunities and to find out why we have the best reasons to come to work every day.