Administrative Coordinator

CA; Calgary; On-site; CAD 42,000 - 60,000; Full time

Job summary

[Unknown Company] is seeking an Administrative Coordinator to support directors with calendar coordination, meetings, travel, expense processing, and confidential document handling. The role covers financial administration, office management, and reporting tasks with a focus on professionalism and customer service.

Responsibilities include coordinating large meetings and events, supporting budgeting and time/attendance systems, and ensuring smooth office operations and processes across the

Qualifications

• Minimum high school diploma; office administration certificate asset.
• Experience supporting leaders and teams is advantageous.
• Strong written and verbal communication required.
• Proficiency with Microsoft 365 applications and related tools.

Responsibilities

• Provide calendar coordination, meeting logistics, travel arrangements, and expense management.
• Coordinate large meetings, workshops, leadership sessions, and team events.
• Process invoices, requisitions, and financial transactions with proper allocations.
• Support budgeting, reporting, and administrative controls as needed.
• Serve as time & attendance system super user and assist with workflows.
• Maintain records, filing systems, and confidential business information.
• Greet visitors, manage office supplies, and maintain workspace organization.
• Assist with executive assistant duties and company events logistics.

Skills

Organizational skills

Communication skills

Customer service

Discretion / confidentiality

Independent work

Team collaboration

Multitasking

Education

High school diploma

Diploma or certificate in Office Administration

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

Job description

Accountable for providing administrative, coordination, and office management support that enables leaders and teams to operate efficiently and effectively. The Administrative Coordinator supports day-to-day business operations through calendar coordination, financial administration, office management, document preparation, event support, and confidential administrative services while delivering a high level of customer service and professionalism.

Responsibility Area #1 - Leadership & Team Administrative Support

• Provide administrative support to Directors and leadership team members, including calendar coordination, meeting logistics, travel arrangements, and expense management.
• Coordinate large meetings, workshops, leadership sessions, and team events.
• Process expense claims and support travel bookings in accordance with company policies.
• Facilitate document approvals, electronic signatures, and workflow coordination using approved systems.
• Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents.
• Manage confidential information, urgent requests, and sensitive documentation with a high degree of professionalism and discretion.
• Provide administrative coordination that supports leaders in achieving business objectives.

Responsibility Area #2 - Financial & Business Administration

• Process invoices, purchase requisitions, and other financial transactions using appropriate project and cost centre allocations.
• Support departmental budgeting, tracking, reporting, and administrative controls as required.
• Act as a Time & Attendance system super user by providing support, guidance, and system administration assistance.
• Maintain records, documentation, filing systems, and business information in accordance with company requirements.
• Coordinate routine reporting, document management, and business administration activities.
• Support efficient execution of business processes and administrative workflows.

Responsibility Area #3 - Office Management & Workplace Support

• Greet and assist visitors, guests, vendors, and meeting participants in a professional manner.
• Coordinate office supply management, inventory control, and replenishment activities.
• Maintain organization and functionality of office spaces, boardrooms, and common areas.
• Coordinate office moves, seating arrangements, facilities requests, and workplace support activities.
• Submit and monitor facilities, technology, and service requests as required.
• Support a positive workplace experience through responsive office coordination and administration.

Responsibility Area #4 - Team & Event Coordination

• Provide administrative support to the Executive Assistant team and act as backup coverage as required.
• Coordinate logistics for meetings, training sessions, conferences, workshops, and company events.
• Support planning, ordering, setup, and coordination of employee functions and team activities.
• Assist with company events, business meetings, catering coordination, and visitor management.
• Support employee engagement initiatives and workplace culture activities.
• Perform additional administrative duties and special projects as assigned.

Required Knowledge/Skills/Abilities:

• High school diploma required.
• Diploma or certificate in Office Administration, Business Administration, or a related discipline considered an asset.
• 0-2 years of administrative, office coordination, customer service, or business support experience.
• Experience supporting leaders, teams, office operations, or administrative processes considered an asset.
• Proficiency with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, and related business tools.
• Strong organizational skills with the ability to manage multiple priorities and competing demands.
• Strong attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong interpersonal and customer service skills with the ability to build effective working relationships.
• Ability to work independently while contributing effectively within a team environment.
• Adaptability and initiative with the ability to anticipate needs and proactively support business objectives.