Office Administrator

WJ Agency; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

A professional services agency in Calgary is seeking an Office Administrator to support daily operations, HR coordination, and marketing activities. This role requires 2-4 years of relevant experience and proficiency in Microsoft Office 365. The ideal candidate will have strong organizational skills and a proactive, service-oriented attitude.

Qualifications

• 2–4 years of experience in office administration, HR coordination, or marketing support.

Responsibilities

• Manage office systems, supplies, and vendor coordination.
• Assist with invoicing, accounts payable, accounts receivable.
• Support employee development programs by coordinating performance reviews.

Skills

Organizational skills

Multitasking

Proficiency with Microsoft Office 365

Attention to detail

Communication skills

Proofreading skills

Service-oriented attitude

Education

Post-secondary education in Office Administration, Business, or related field

Job description

Position Summary

The Office Administrator provides day-to-day support for the agency’s administration, operations, marketing, proposals, business development, and HR coordination. Reporting to the Director of People and Administration, and working closely with Internal Services Manager, this role ensures smooth administrative processes and reliable execution across multiple functions.

Key Responsibilities

Office & Administrative Support

• Manage office systems, supplies, and vendor coordination.
• Assist with invoicing, accounts payable, accounts receivable.
• Review and process employee expenses.
• Provide scheduling, event, and meeting logistics support.
• Weekly timesheet review and reporting for Leadership
• Manage agency office equipment and technology, ensuring team members have what they need.
• Manage technology database to ensure equipment is tracked.
• Support with coordination of internal team meetings and culture events (Monthly all-team meeting, happy hours, lunch and learns, WJ sessions, etc.).
• Support with weekly and monthly agency reporting.

Marketing & Business Development Support

• Assist with the execution of agency marketing activities, including updating the website, posting to social media, and preparing collateral.
• Support the proposal process with formatting, proofreading, and assembling submissions.
• Help prepare business development presentation materials and track opportunities.

HR Coordination

• Track and administer employee time-off requests, manage employee time-off reports and ensure accurate recordkeeping.
• Support employee development programs by coordinating performance reviews, training sessions, and professional development initiatives.
• Assist in onboarding new employees, including preparing materials and coordinating first-week schedules.
• Maintain HR records in compliance with organizational standards.
• Support with payroll administration.

Internal Team Support & Project Administration

• Support the internal team by ensuring project setup and closure processes are followed consistently.
• Set up and close client and projects using the agency’s project management software, set up and maintain folders and ensure proper naming conventions are applied in systems (Intervals, Float, SharePoint/Dropbox, etc.).
• Coordinate with Accounts and Project Management teams to ensure all required documentation (discovery briefs, scopes of work, budgets, resourcing plans) is properly filed and accessible.
• Assist in project close-out by ensuring deliverables, invoices, and project documents are finalized, archived, and reported on.
• Monitor internal processes and provide reminders/updates to ensure compliance with agency procedures.
• Provide support to the Internal Services Manager across marketing, proposal, and operations initiatives.
• Partner with the Director of People & Administration to ensure smooth HR coordination.
• Contribute to a positive, professional office culture.

Qualifications

• 2–4 years of experience in office administration, HR coordination, or marketing support.
• Post-secondary education in Office Administration, Business, or related field (or equivalent experience).
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Strong attention to detail, communication, and proofreading skills.
• Professional, proactive, and service-oriented.