Administrative & Operations Assistant

Charton Hobbs; Calgary; On-site; CAD 38,000 - 56,000; Full time

Job summary

Charton Hobbs, Calgary-based, seeks an Administrative & Operations Assistant to support front office, admin tasks, sales support and warehouse functions in a fast-paced environment.

The role involves handling reception, coordinating couriers, assisting with accommodation bookings, and supporting office operations. A proactive, detail-oriented team player with strong communication is essential for success in this position.

Qualifications

• Previous receptionist/administrative experience preferred.
• Proficiency with Microsoft Office and basic IT skills.
• Excellent communication and customer service.

Responsibilities

• Maintain a professional front office environment.
• Answer and direct incoming calls.
• Manage mail, couriers, faxes, and deliveries.
• Coordinate meetings, lunches, and visitor arrangements.
• Support sales and warehouse functions.
• Process invoices using Concur.
• Assist with accommodation bookings for out-of-province guests.
• Ensure a clean and organized workspace.

Skills

Telephone skills

Communication skills

Organizational skills

Multitasking

MS Office suite

Courier familiarity

Independent & team oriented

Attention to detail

Tools

Concur

Microsoft Office

Job description

Location: Calgary, Alberta

Status: Full Time

The Charton Hobbs Group is a well-established, highly reputable national wine and spirits agency representing some of the world’s leading premium brands. Through Charton Hobbs and Authentic Wine & Spirits Merchants, we work with suppliers, customers, and partners across Canada to bring exceptional wine and spirits brands to market.

We are seeking a dependable and personable Administrative & Operations Assistant to join our Calgary, AB office on a full-time basis. This front-office role is ideal for someone who enjoys working in a collaborative environment and takes pride in providing excellent customer service while supporting the day-to-day administrative and operational needs of the office.

The successful candidate will support front office operations, administrative activities, sales support, and warehouse functions. This is a fast-paced, hands-on role requiring strong organizational skills, attention to detail, the ability to multitask, and a positive attitude.

Key Responsibilities

Reception & Office Administration

• Maintain a professional and welcoming front office environment
• In-office hours: Monday to Friday, 9:00 AM - 5:00 PM
• Answer and direct incoming phone calls
• Manage incoming and outgoing mail, courier deliveries, and faxes
• Ensure boardrooms are clean, organized, and meeting-ready
• Coordinate lunches and refreshments for visiting suppliers and sales meetings, including setup and cleanup
• Assist with accommodation bookings for out-of-province guests, including sales team members
• Assist with coordination of the company's annual Holiday party

Administrative Support

• Coordinate courier shipments and package distribution
• Order and maintain office and kitchen supplies
• Support the maintenance and operation of office equipment, including printers, photocopiers, computers, and telephones
• Process invoices and coding through Concur in accordance with established procedures

Sales Support

• Prepare weekly sales and inventory summaries for sales teams
• Assist the sales department with printing and other administrative requests

Warehouse Support

Assist With Warehouse Operations, Including

• Shipping and receiving
• Preparing shipments and pallets
• Packaging boxes and gift baskets
• Creating shipping documentation online
• Local deliveries
• Maintaining an organized and efficient warehouse environment

Kitchen & Common Areas

• Maintain cleanliness and presentation of the kitchen and boardrooms throughout the day
• Load and run the dishwasher at the end of each workday

Experience

Qualifications & Requirements

• Previous experience in a receptionist, administrative assistant, or office support role preferred

Skills

• Excellent telephone and communication skills
• Strong organizational and multitasking abilities
• Proficiency with Microsoft Outlook, Word, and Excel
• Familiarity with courier and shipping systems
• Ability to work independently and as part of a team
• Strong attention to detail and a proactive approach to supporting business needs

Physical Requirements

• Ability to lift and carry packages up to 15 kg
• Comfortable packing and moving shipping boxes

Why Join Charton Hobbs?

As a family-owned enterprise with a century of experience, Charton Hobbs offers a unique opportunity to be part of a legacy in the Canadian beverage alcohol industry. We are committed to building great brands and fostering long-term relationships with our partners and employees.

Additional Information

The above information is representative of the work performed in this position but is not all-inclusive. The omission of a specific duty or responsibility does not exclude it from the position if the work is similar or related to the essential responsibilities of the role. This job description will be reviewed periodically as part of the performance management process.

The Charton Hobbs Group is an equal opportunity employer and welcomes candidates from diverse backgrounds to apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.