Reception and Project Support Administrator

Equinox Engineering Ltd.; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

A Calgary-based engineering firm is seeking a Reception and Project Support Administrator. The ideal candidate is proactive and detail-oriented, providing front desk support and assisting various departments in a fast-paced office. The role requires strong organizational skills, proficiency in Microsoft Office, and a minimum of 5 years of administrative experience. This full-time position is located in downtown Calgary.

Qualifications

• 5+ years of front desk and administrative experience, preferably in an EPCM environment.
• Ability to work full-time on-site in downtown Calgary.

Responsibilities

• Greet clients, visitors, and employees at the front desk.
• Schedule meetings and manage the boardroom calendar.
• Assist HR with new hire onboarding.

Skills

Exceptional formatting skills in Microsoft Word and Excel

Professional communication style

Strong oral and written communication abilities

Excellent organizational skills

Reliability and ownership of tasks

Positive and approachable demeanor

Education

Post-secondary education or equivalent experience

Tools

Microsoft Office Suite

Job description

Reception and Project Support Administrator

Department: Core

Employment Type: Full Time

Location: Calgary, AB, Canada

Description

About Equinox Engineering Equinox Engineering Ltd. is a Calgary-based EPCM firm with more than 25 years of experience delivering facility and pipeline projects across the oil & gas sector. We specialize in natural gas processing, conventional and heavy oil facilities, pipelines, and energy infrastructure. Our teams support clients across Canada and internationally, partnering with major energy producers to provide high-quality design, engineering, implementation, and operational support.

Summary Equinox is seeking a professional and proactive Receptionist who will also provide administrative and Health, Safety & Environment (HSE) support. This role is ideal for someone who is organized, detail-oriented, and thrives in a fast-paced office environment. You will be the first point of contact for visitors, support daily office operations, and assist various departments—including engineering, design, HR, and HSE—when needed.

Key Responsibilities

• Greet clients, visitors, and employees, answer and direct incoming calls.
• Maintain tidy, organized common areas such as boardrooms and kitchens.
• Schedule meetings and manage the boardroom calendar.
• Coordinate catering and food orders for meetings and events.
• Order office supplies and maintain inventory in the supply room.
• Review, format, and prepare documents for internal use.
• Maintain internal document filing systems in alignment with company standards.
• Support HR with new hire onboarding including packages, desk setup, and key fob access.
• Assist with office-related HSE tasks such as first-aid kit maintenance and safety data sheet updates.
• Support travel coordination and assist with expense reconciliation.

Key Skills

• Exceptional formatting skills, particularly in Microsoft Word and Excel.
• Professional, friendly, and approachable communication style.
• Strong oral and written communication abilities.
• Ability to learn quickly and adapt to changing priorities.
• Creative problem-solving skills and strong interpersonal abilities.
• Excellent organizational skills with high attention to detail.
• Proactive and self-motivated – you naturally take ownership of tasks and take pride in your work.
• Reliability: You consistently show up on time and take ownership of completing tasks thoroughly and accurately.
• Quick Learner: You absorb information easily, understand instructions the first time, and can adapt quickly to new processes.
• Positive & Approachable: You maintain a calm, friendly demeanor and handle unexpected situations with professionalism and ease.

Skills, Knowledge and Expertise

• 5+ years of front desk and administrative experience; experience as a Project Support Administrator in an EPCM environment is preferred.
• Proficiency in Microsoft Office Suite; post-secondary education or equivalent experience required.
• Advanced document formatting knowledge.
• Experience coordinating travel arrangements.
• Ability to work full-time on-site in downtown Calgary (80/20 split between 639 5 Ave SW and 940 6 Ave SW).

Equinox Success Statement

Equinox delivers focused, experienced, and premium teams that align technical expertise with client culture and project requirements - ensuring successful outcomes on a repeatable and reliable basis.