Office Services Specialist

CIRO / OCRI; Calgary; On-site; CAD 48,000 - 64,000; Full time

Benefits offered by this job

Competitive base salary

Performance‑based bonus

Health benefits & spending account

Pension plan with company matching

Paid flex days & sick days

Vacation days

Parental leave top‑up

Continual learning & designations

Job summary

CIRO is seeking an Office Services Specialist to support Calgary operations, greet visitors, handle front desk calls, and assist the Office Services Manager.

The role includes facilities upkeep, mail/courier duties, meeting room coordination, security procedures, and onboarding/offboarding tasks. A four‑year admin/reception background and strong customer service are required.

Qualifications

• Four years experience in an administrative or receptionist role in an Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to problem solve and troubleshoot issues at hand.
• Knowledge of physical security processes and procedures.
• Experience in a customer service environment.

Responsibilities

• Provides courteous and professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• (BAU) day‑to‑day operations, such as: customer service by providing consistent high‑level support.
• Facilities support by ensuring all areas are stocked and maintained in a professional manner to support a good employee experience.
• Hotelling – understanding of booking protocols, troubleshooting, and reporting.
• Mail/Couriers – deliveries and distribution.
• Maintaining various office equipment.
• Fulfilling requests for meeting room setups and/or catering.
• Health & Safety: serve as a first responder and fire warden, update Health & Safety boards, assist with evacuations as required.
• Problem Solving/Trouble Shooting: take ownership and consider all solutions, escalate as needed.
• Onboarding/Off boarding: follow procedures and check lists to ensure steps are taken timely.
• Records Retention/off‑site storage: arrange storage, maintain inventory, arrange destruction, annual audit.
• Security: apply security procedures to all visitors, monitor for suspicious behavior, manage access cards (Symmetry system).
• Supplies: compare costs, place orders, maintain inventory.
• Teamwork & working independently: be an integral member of the national team, communicate effectively.

Skills

Customer service

Problem solving

Administration

Facilities procedures

Security awareness

Teamwork

Office equipment knowledge

Tools

MS SharePoint

MS Word

MS Excel

MS Outlook

Job description

About Us

As a self‑regulatory organization, our mission is to promote healthy capital markets by regulating fairly and effectively so that investors are protected and confident investing in their futures. At the Canadian Investment Regulatory Organization (CIRO), we are committed to setting high regulatory standards for the investment industry, safeguarding investors, and supporting the integrity of Canada’s capital markets.

About This Opportunity

This position is a member of a local and national team of Office Services Specialists fulfilling varied responsibilities in support of the overall daily operations. In addition, this position supports and assists the Manager, Office Services.

Core Responsibilities

• Provides courteous and professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• (BAU) day‑to‑day operations, such as:
• Customer service by providing consistent high‑level support.
• Facilities support by ensuring all areas are stocked and maintained in a professional manner to support a good employee experience.
• Hotelling – comprehensive understanding of the hotelling application to ensure booking protocols are adhered to, troubleshooting, and reporting.
• Mail/Couriers – including deliveries and distribution.
• Maintaining various office equipment.
• Fulfilling requests for meeting room setups and/or catering.
• Health & Safety
• Contribute by serving as a first responder and fire warden.
• Update the Health & Safety boards as requested.
• Become confident with the emergency evacuation procedures and provide assistance as required in evacuating staff/guests from premises.
• Problem Solving/Trouble Shooting
• Take ownership of the issue at hand.
• Consider all possible solutions when problem solving and apply the most appropriate one, escalating as needed.
• Onboarding/Off boarding
• Follow procedures and check lists to ensure all appropriate steps are taken in a timely manner.
• Records Retention/off‑site storage
• Arrange for off‑site storage and retrieval of files.
• Maintain the inventory list of off‑site storage records.
• Arrange for document destruction when requested.
• Perform annual audit to confirm accuracy of off‑site storage and destruction records.
• Security
• Apply security procedures to all visitors.
• Be aware of any suspicious behaviour in/around reception and lobby.
• Become familiar with the Symmetry Access Control software system and responsible for access cards (issuance & deletion).
• Supplies
• Compare costs of office supplies.
• Place and follow up on orders, including special requests.
• Maintain adequate inventory levels within the office.
• Teamwork & working independently
• Needs to work as an integral member of the national team, communicating effectively and efficiently.

What You Bring

Must‑have

• Four years experience in an administrative or receptionist role in an Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to problem solve and troubleshoot issues at hand.
• Knowledge of physical security processes and procedures.
• Experience in a customer service environment.

Nice to have

• Proficiency in MS SharePoint, Word, Excel and Outlook.
• Excellent organizational and critical thinking skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple tasks/projects at the same time.
• Effective communication skills, both oral and written.
• Exceptional people skills and customer service skills.
• Ability to lift up to 50 lbs.

What We Offer

• Competitive base salary in alignment with market
• Performance based bonus *
• Employer paid Health Benefits and Spending Account that offer flexibility to meet your individual or family needs as of day one
• Defined Contribution Pension Plan with company matching that starts on your first day of employment *
• Paid flex days and sick days *
• Vacation days
• Maternity Leave Of Absence/Paternity Leave Of Absence top up *
• Paid continuous learning and continuing development including designations
• Asterisked offerings are not applicable to contracts

Our Commitment

CIRO is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). CIRO will provide accommodation to job applicants with disabilities throughout the recruitment process. Should you require accommodation, please contact Human Resources. We are committed to creating an inclusive and barrier‑free recruitment and selection process across Canada. We welcome applications from all qualified individuals and are dedicated to providing accommodations upon request for candidates participating in all aspects of the recruitment process, in accordance with applicable human rights and accessibility legislation.