Administrative Services Specialist – Office & HR

Find a- Textron; Calgary; On-site; CAD 42,000 - 56,000; Full time

Job summary

Bell is seeking an Administrative Services Specialist in Calgary to support a range of facilities, HR, and finance activities. You will organize schedules, manage access, process expense reports, coordinate travel, and assist with events and admin programs.

The role emphasizes office management, security, vendor coordination, and employee engagement, requiring a proactive, detail-oriented professional with an appropriate credential.

Qualifications

• High School Diploma (minimum) required.

Responsibilities

• Organize and schedule internal/external appointments and visitor agendas.
• Manage security systems, access cards, PINs, and building keys.
• Reconcile and submit corporate credit card expense reports.
• Coordinate travel arrangements with corporate travel service providers.
• Plan and execute customer events, trade shows, staff appreciation, fundraisers, and holiday functions.
• Coordinate Bell conferences and golf tournaments, maintaining attendee records.
• Manage memberships and registrations in professional organizations.
• Order and distribute promotional items and employee appreciation gifts.
• Support employee engagement programs, including financial tracking and reporting.
• Assist with digital presentations for customers, executive leadership, and teams.
• Perform reception duties, including phone and email support.
• Maintain and upgrade phone system design and integration.
• Greet, sign in, and escort visitors as per compliance guidelines.
• Oversee vehicle maintenance and lease management.
• Liaise with building landlord and contractors for maintenance and repairs.
• Assist with negotiating office and building service agreements and contracts.
• Create and process purchase orders for building and office expenses, ensuring correct coding.
• Manage vendor creation and updates in business systems.
• Control, reconcile, and track facility expenses and receipts.
• Optimize office and building service spending.
• Procure and distribute PPE for staff and contractors.
• Coordinate special projects and onsite response procedures.
• Track and facilitate staff training (e.g., Forklift, Dangerous Goods, First Aid).
• Schedule safety walks and follow-up actions.
• Serve as a member of the Joint Health & Safety Admin Committee.
• Create and maintain EHS programs, policies, and manuals.
• Participate in workplace audit preparations.
• Onboard new employees and maintain welcome packages.
• Coordinate introductions to HR services.
• Organize employee engagement initiatives.
• Collaborate with Customer Experience teams to promote Bell values and brand.
• Prepare employee communications regarding corporate initiatives and events.

Education

High School Diploma (minimum)

Job description

Bell is seeking an Administrative Services Specialist in Calgary to support a range of facilities, HR, and finance activities. You will organize schedules, manage access, process expense reports, coordinate travel, and assist with events and admin programs.

The role emphasizes office management, security, vendor coordination, and employee engagement, requiring a proactive, detail-oriented professional with an appropriate credential.