Office Administrator (Part-Time)

Office Administrator / Project Administrator (Part Time) 

Calgary, AB 

About Allnorth

BIG ENOUGH TO KNOW HOW, SMALL ENOUGH TO KNOW YOU

Allnorth is a multi-disciplinary engineering, project delivery, and construction services company. We provide smart and practical project solutions to clients in the metals and minerals, energy and renewables, fiber and chemicals, and infrastructure sectors. With offices across Canada, and into the US and Mexico, we continue to grow!  

Our team is our most valuable asset, and a triple bottom line (TBL) philosophy is at the heart of our business. It takes a talented, motivated and empowered team to delight our clients, driving profitability for all parties.  When it comes to guiding principles, safety is part of our DNA, we are committed to building and nurturing Indigenous relationships, we support our communities, and we recognize the importance of environmental stewardship.

Our Ideal Candidate

Allnorth’s Calgary North office is looking to hire a Part Time Office Administrator. The ideal candidate is organized, detail-oriented, and proactive, with excellent communication and multitasking skills. This candidate would manage schedules, maintain records, and ensure smooth office operations. Proficiency in office software and a professional demeanor are essential. Experience in administration is preferred, but a positive attitude and willingness to learn are key.

A Day in the Life

• Some of the outlined responsibilities for this role would be as follows:
• Provide administrative support to all staff as needed 
• Manage reception area to ensure effective communications with visitors, clients and vendors; ensure all individuals are handled in a professional and courteous manner
• Coordinate maintenance of office interior, exterior and grounds. Ensures that work area is clean, secure, and well maintained (boardrooms, kitchen, printer areas).  Office infrastructure recommendations
• Perform miscellaneous clerical functions and special projects as assigned for all staff as time permits
• Developing and maintaining relationships with outside contacts, vendors and agencies
• Maintain file system of departmental records (filing all docs away, organizing/archiving old records, creating new files
• Facilitate the smooth and effective flow of paperwork through the office and ensure all paperwork is filed properly and easily retrievable
• Overseeing functioning and maintenance of office equipment (copier, printer, shredder)
• Coordinate and maintain records for staff office space, etc. including new hires
• Assist or provide staff with training in the use of office equipment.  Organize repairs with service providers, programming changes, etc.
• Maintain stationery inventories by ordering supplies as required including business cards, printed stationery 
• Accounts Payable invoice coding for submission to AP department
• Assist employees with credit card expenses and processing same through Concur
• Act as the point of contact for office IT issues and help troubleshoot if possible
• New employee station set up and onboarding tutorials
• Coordinating printer maintenance and repairs
• Assisting and training staff in use of office communication systems
• Order any office hardware required and issue to staff
• Coding and entering all Sub, Independent Contractor information
• Maintain Calgary Division meeting plans and ensure all meetings are properly scheduled
• Act as liaison with building management
• Keep an update list of access, parking cards and actively manage the accesses
• Overseeing office and equipment maintenance
• Packaging, shipping, receiving
• Ordering office supplies, business cards, etc.
• Help coordination of office events and activities, such as holiday parties, team-building exercises, and client events. 

What You’ll Bring to the Team 

• 2 years experience in a similar administrative focused role
• A high school diploma or equivalent is required. An associate’s or bachelor’s degree in business administration, management, or a related field is a plus
• Proficiency in office software (Microsoft Office Suite, etc.) and basic knowledge of office equipment (printers, phones, etc.). Familiarity with office management software (e.g., project management tools, CRM systems) is a plus
• Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines
• Strong written and verbal communication skills, with the ability to interact professionally with staff, clients, and visitors
• High level of accuracy in managing records, scheduling, and administrative tasks
• Ability to resolve issues independently and handle unexpected challenges in a calm and efficient manner
• Willingness to pivot responsibilities, open to turning your hand to whatever is in front of you as many tasks are ad hoc.

What’s in it for you?

We believe that a happy and fulfilled team leads to exceptional results, which is why we offer a range of perks designed to support your well-being, career growth and community engagement.

• Work schedule is flexible, allowing for better work-life balance
• Comprehensive benefits package includes extended health and dental coverage and RRSP matching
• Employee Assistance Program for team members and their families
• A culture of respect and inclusivity fosters long term relationships and a team atmosphere
• Professional development and growth opportunities
• Team Member Referral Program
• Monthly “Lunch & Learn” sessions
• Opportunities to bond with other team members, have fun and make a difference through involvement in social and safety committees, as well as fundraising and community support initiatives (e.g. Movember, Pi Day, Food Banks, Women’s Shelters, Ronald McDonald House, Earth Day clean ups, etc.).  

WE TAKE CARE OF YOU SO YOU CAN TAKE CARE OF OUR CLIENTS

In joining us you’ll face rewarding, career-developing challenges that enable you to contribute to our clients’ successes, and despite how much we grow, you’ll never be just a number, but rather a vital member of the Allnorth Team.

Engage with us at Allnorth and be empowered to enrich people’s lives, including your own.