Office Services Coordinator

Black Diamond Group; Calgary; On-site; CAD 40,000 - 60,000; Full time

Job summary

Black Diamond Group in Calgary is seeking a full-time Office Services Coordinator to support the head office operations. You will provide morning reception coverage, manage front-desk needs and coordinate workspaces, furniture and access for new hires.

You will also handle procurement, inventory, invoicing and cost tracking, while collaborating with the Events and HSE teams to maintain safety and service standards across locations. This on-site role requires strong administrative skills.

Responsibilities

• Provide daily reception coverage from 8:00 a.m. to 11:00 a.m., welcoming visitors and coordinating front-desk needs.
• Coordinate new-hire workspaces, including furniture, equipment, access cards and setup.
• Maintain accurate office floor plans and current physical and digital workplace layouts.
• Administer parking program, including passes, invoices and cost allocations.
• Manage procurement and inventory replenishment for office supplies and consumables.
• Support Office Services vendors and cross-office collaborators to ensure consistent service.

Skills

Reception coverage

Facilities coordination

Office administration

Procurement

Financial administration

Tools

SharePoint

Microsoft Teams

Invoicing software

Job description

Black Diamond Group owns and operates a portfolio of businesses specializing in modular buildings and remote and temporary workforce housing solutions, along with a digital marketplace for business-to-business crew travel management. We create value by providing differentiated solutions. We believe each customer and each project is unique and that we can tailor a combination of products and services that deliver an enhanced outcome. Our Way is to Create a Better Way – this is our challenge, our call to action, our why!We believe that a clear strategic vision, with measurable objectives, along with disciplined accountability and data-based decision-making leads to successful outcomes. When we couple this approach with our values-driven, collaborative, safety conscious culture, we achieve top decile performance, deliver results, and have fun while doing it!We offer careers, not jobs, and we strive for an environment where the best people come to work and feel rewarded for their contributions. We are a team of the best and the brightest in industry, and since our inception, we have led with a people-first approach. We give our employees ample opportunity to pursue their interests and passions and support them as their careers progress.

Black Diamond Group’s Events & Office Services Manager department has a full-time position for Office Services Coordinator.

This is a fully on-site role, based at the Calgary head office.

The full-time Office Services Coordinator reports to the Events & Office Services Manager and supports the effective operation of Black Diamond Group’s Corporate Head Office. The position provides morning reception coverage and serves as a welcoming first point of contact for visitors, clients and employees, while maintaining full-day ownership of a broad Office Services portfolio. Key accountabilities include workplace and facilities coordination, financial administration, employee experience and safety support, process documentation, service systems and multi office support.

The coordinator works collaboratively with the Receptionist, Office Services Assistant and internal partners to ensure consistent service, timely follow-through and continuous improvement across Office Services.

Responsibilities

Facility Management

• Provide daily reception coverage from 8:00 a.m. to 11:00 a.m., welcoming visitors, clients and employees and coordinating front-desk requirements.
• Coordinate new-hire workspaces, including furniture, equipment, access cards and other setup requirements, and support space reallocations and office moves as needed.
• Maintain accurate office floor plans and current physical and digital copies of workplace layouts.
• Maintain inventories of furniture, artwork, office equipment and other workplace assets for the Calgary Head Office and coordinate new furniture orders.
• Administer the Calgary Head Office parking program in collaboration with Reception, including parking lists, passes, monthly invoices and cost-center allocations.
• Conduct routine office and building-condition audits, maintain shared spaces to established standards, and coordinate corrective action with building management, contractors and service providers.
• Coordinate maintenance and repair of office equipment and facilities to ensure a safe, functional and professional workplace.
• Manage procurement and inventory replenishment for office supplies, coffee, tea, fruit and other workplace consumables, balancing service requirements with cost-effective purchasing.
• Support Office Services vendors and contractors through scheduling, service follow-up, issue escalation and performance monitoring.
• Coordinate expanded Office Services support for the Phoenix Office, supporting regional Office Manager to ensure consistent service standards across locations.
• Collaborate with the Events team on Head Office activations, events and employee activities.
• Support the HSE team with Head Office safety programs, including fire warden, first aid and related workplace-safety requirements.
• Respond to facilities issues and employee service requests throughout the business day, ensuring reliable ownership, escalation and follow-through.

Office Services Administration

• Provide general administration for the Office Services team, including processing invoices and creating purchase orders, capital purchase orders and AFEs in accordance with company procedures.
• Prepare monthly Office Services accruals and support cost-centre reviews, transaction coding and cost tracking against forecast.
• Maintain accurate financial and operational trackers to support timely reporting, budget visibility and informed purchasing decisions.
• Establish and maintain approved contractor and supplier records, support competitive pricing and favourable rates, and retain current service and contact information.
• Coordinate with Corporate Communications to distribute relevant Calgary Head Office building notices, service updates and employee communications.
• Organize and maintain Office Services SharePoint and Microsoft Teams sites, channels, forms, trackers and self-service resources.
• Support the implementation, maintenance and adoption of Office Services tools and processes, identifying opportunities to simplify work, reduce rework and improve the employee experience.
• Coordinate with internal stakeholders and cross-office partners to resolve requests, communicate status and ensure commitments are completed on time.
• Perform other duties as assigned.

For more information, please visit www.BlackDiamondGroup.com

We are an Equal Opportunity Employer

Black Diamond Group Limited is committed to diversity, equal opportunity and ensuring that our employees have the ability to thrive in an inclusive environment. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, family status, veteran status, Indigenous status, national origin, age, disability or any other legally-protected factors. Accommodation for applicants with disabilities is available upon request during the recruitment process.

Company: Black Diamond Group