Office Administrator

Job summary

The Office Administrator manages facility operations, including maintenance, vendor relations, and company-wide purchasing. Additionally, they provide critical logistics support for the sales team's travel and trade shows while managing SharePoint resources.

Job details

BIS Safety Software is a SaaS company on a mission to change how organizations manage safety, learning, and compliance. We sell safety software to businesses and online safety training to the people who need it, and we are looking for an Office Administrator to keep our workplace running: the space, the systems, and the day-to-day details that keep everyone else moving. About the role This role isn't about waiting for a task list. It's about being the person who sees what needs to happen and makes it happen. You'll own the building and the office: supplies, equipment, repairs, maintenance, and the vendors and contractors behind all of it. You'll handle purchasing across the company. And you'll be the person our sales team counts on for trade show logistics and travel, which is a steady and genuinely fun part of the role. Done well, this job looks like things getting handled before anyone else has to think about them. When something needs fixing, you'll be the one bringing three quotes and a recommendation. You'll have the autonomy to use your judgment and the trust to act on it. We're hiring for the person as much as the resume. If you have a track record of taking things on and seeing them through, we'd like to meet you. This is an in-person role based out of our Sherwood Park, Alberta office. In this role, you'll be expected to: Facility Management: Taking the lead on all all office/building needs, including the coordination of needed supplies and equipment, arranging repairs and maintenance, managing assets and ensuring the necessary insurance and service contracts are in place Purchasing: own the acquisition of the materials and services the business needs, with a close eye on cost and quality Sales and trade show support: manage trade show logistics and the moving parts that come with supporting a busy sales team Travel and administration: book flights and travel, coordinate couriers and deliveries, and handle the day-to-day details that keep our operation running Vendor and Contractor Coordination: Establish and maintain productive relationships with vendors and maintenance contractors. Oversee work to ensure quality and timeliness, and manage any disputes or concerns Logistics and Equipment: Collaborate with the IT department for the procurement, installation, and maintenance of office equipment and technology Project Coordination: Collaborate with various departments to facilitate the smooth execution of ongoing projects. Ensure that all departmental needs are met in a timely and efficient manner Employee Engagement and Culture: Play an active role in organizing and executing employee engagement and culture building activities. Assist in planning and coordinating company events, workshops, and meetings Reporting and Documentation: Maintain accurate records and files related to office operations, vendor contracts, and maintenance schedules. Prepare reports on office expenditures and recommend cost-saving strategies SharePoint Management: Update and manage SharePoint content, ensuring training documents and team resources are current and accessible. Provide or coordinate training for team members on how to effectively use SharePoint for collaboration and information sharing You might be the right fit if you are: Operating like an owner, spotting what needs to happen and handling it without being asked twice Staying meticulous about details and organization when the day gets away from you Working comfortably across departments and keeping a lot of moving pieces on track Thriving in ambiguity and enjoying the process of learning new systems, software, and skills Listening well and solving problems instead of passing them along Communicating clearly in writing and in conversation, with a sharp eye for proofreading and editing Working confidently in Microsoft Office, including SharePoint, Excel, Word, and Teams, and picking up new tools quickly Bringing a positive approach to the work and ideas for how things could work better Qualifications Background in office administration, office coordination, or a similar role. We care more about how you work than how many years you've done it Must be strong with Microsoft Office (e.g., SharePoint, Excel, Word, Teams) Comfort working with vendors, suppliers, and purchasing Self-starting with the ability to work in a fast-paced environment and meet deadlines under pressure Positive in your approach to work and eager to share ideas for improvement About BIS: BIS Safety Software has been headquartered in Sherwood Park, Alberta, since 2006. We build software that helps organizations manage safety training, learning, and compliance - and we’re growing! A few things that make us different: we don’t use job titles internally - we value humility and contribution over hierarchy. We move fast, integrate new ideas quickly, and give people real ownership of their work. And through our Employee Stock Ownership Plan (ESOP), you have the opportunity to own a piece of the company you’re helping build. How to apply: Visit our Careers Page for more information. We sincerely thank all applicants for their interest. Only those selected for interviews will be contacted. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us Job ID #T202609-03COA We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us. Salary ranges are based on experience, reflecting the unique skillset each individual brings to the role.

What you’ll do

The Office Administrator manages facility operations, including maintenance, vendor relations, and company-wide purchasing. Additionally, they provide critical logistics support for the sales team's travel and trade shows while managing SharePoint resources.

Requirements

Candidates should have a background in office administration and be highly proficient in Microsoft Office, specifically SharePoint, Excel, Word, and Teams. The role requires a self-starting individual with strong organizational skills and the ability to work independently in a fast-paced environment.

Benefits

• Employee Stock Ownership Plan (ESOP)

Listed skills

• Project Coordination · Preferred
• Microsoft Teams · Preferred
• Budgeting · Preferred
• Asset Management · Preferred
• Microsoft Excel · Preferred
• Office Administration · Preferred
• Microsoft Word · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Facility Management
• Purchasing
• Trade Show Logistics
• Travel Coordination
• Vendor Management
• Project Coordination
• Employee Engagement
• SharePoint Management
• Microsoft Excel
• Microsoft Word
• Microsoft Teams
• Proofreading
• Editing
• Office Administration
• Budgeting
• Asset Management

Job areas

• Administrative
• Software
• Logistics
• Management & Leadership