Office Operations & Admin

Intelica Solutions Inc.; Calgary; On-site; CAD 42,000 - 66,000; Full time

Job summary

Intelica Solutions Inc. is seeking an organized Office Operations & Admin professional to support two Calgary-area offices. This role emphasizes operational coordination with limited executive support, aiming to keep office workflows smooth and discreet.

The ideal candidate is dependable, proactive, and capable of overseeing facilities, AP/AR basics, and event planning while maintaining strong vendor relationships. This is an office-first role that keeps processes efficient and teams supported.

Qualifications

• Experience in office operations coordination and administration
• Strong organizational and time-management skills
• Ability to work across two office locations
• Discretion and professional judgment in handling sensitive information
• Excellent communication and coordination with vendors and teams

Responsibilities

• Oversee daily office operations across two offices supporting ~35 team members
• Coordinate vendors, maintenance, repairs, and service providers
• Manage office supplies, kitchen inventory, and shared spaces
• Maintain and continually improve operational processes and vendor relationships
• Ensure offices run smoothly without day-to-day people friction
• Assist in processing accounts payable and accounts receivable
• Enter and reconcile expense reports; support month-end close activities
• Collaborate with accounting to ensure accuracy and timeliness
• Plan and execute company events and manage event budgets
• Coordinate logistics, vendors, and communications for events
• Provide light administrative support to the President
• Manage scheduling and prioritization of requests; exercise discretion
• Demonstrate ownership, speed, and follow-through
• Support hands-on AP/AR, expenses, and month-end exposure
• Adept at working in an office-first, logistics-heavy environment

Tools

QuickBooks

Job description

We are seeking a warm, dependable, and highly organized Office Operations & Admin to support the smooth day-to-day functioning of our business across two offices. This is an office-first role, with a strong emphasis on operational coordination, and limited executive support.

The right person is a dependable, proactive team member who takes ownership, works efficiently and with discretion, and continually looks for ways to improve processes and support the team.

Key Responsibilities

Office Operations

• Oversee daily office operations across two offices supporting ~35 team members
• Coordinate vendors, maintenance, repairs, and service providers
• Manage office supplies, kitchen inventory, and shared spaces
• Maintain and continually improve operational processes and vendor relationships
• Ensure offices run smoothly without being involved in day‑to‑day people friction

Accounting & Finance Support

• Assist in processing accounts payable and receivable
• Enter and reconcile expense reports
• Support month‑end close activities and financial administration
• Work closely with the accounting team to ensure accuracy, timeliness, and follow‑up
• Use QuickBooks (experience is an asset, not required)

Events & Culture

• Plan and execute multiple company events per year
• Create event plans and manage event budgets
• Coordinate logistics, vendors, and communications

Executive & Administrative Support

• Provide light, day‑to‑day administrative support to the President
• Manage scheduling, coordination, and prioritization of requests as needed
• Act with discretion and sound judgment
• Experience as an Office Coordinator or similar role
• Strong organizational skills, speed, and follow‑through
• Comfortable acting independently, with support from leadership
• Professional communication and high discretion
• Warm, team‑oriented, service‑minded approach
• Assertive when needed, while remaining collaborative
• Strong sense of ownership and accountability

Who This Role Is For

This role is ideal for someone who:

• Enjoys being the operational backbone of an office
• Prioritizes clear communication, accountability, and follow‑through
• Interest in hands‑on AP/AR, expenses, and month‑end exposure (not full accounting)
• Naturally brings:
• Warmth and approachability
• Speed and decisiveness
• Discretion and professional judgment
• Assertiveness when follow‑ups are needed

They take pride in things running smoothly, vendors being handled well, numbers being accurate, and teammates feeling supported.

Who This Role Is Not For

This role is not a fit for someone who:

• Is looking for a pure Executive Assistant role
• Expects to manage people immediately
• Is on a CPA / controller track or seeking deep accounting ownership
• Dislikes being office‑based or hands‑on with logistics
• Focuses on conflict resolution or HR employee issues (this role avoids day‑to‑day friction)