Job Title: Office Administrator

Job location: 6504 30 St SE, Calgary, AB T2C 1N4

Working on-site in office, Full-time permanent position of 40 hours per week.

The Office Administrator is a central support role responsible for ensuring the smooth daily operation of the office, supporting field technicians, project teams, and leadership. This role acts as a key liaison between departments, vendors, and external partners while maintaining office organization, administrative accuracy, and a positive, collaborative workplace culture.

Key Responsibilities

Project & Contract Administration:

• Attend project meetings and create administrative task lists
• Request project billing, review outstanding purchase orders, and request closures
• Update project meeting templates with new projects and coordinate linked service work orders
• Review project setup requests, complete opening forms, and submit them to the projects team
• Monitor Project Job Openings (PJO) completion and follow up with teams
• Review Work in Progress (WIP) reports and resolve items until costing ready
• Review management call reports to identify calls requiring removal for customer PO requests
• Update maintenance contract belt and filter lists
• Maintain and update contract contact information

Administrative & Financial Support:

• Complete bank deposits (1–5 times per week)
• Prepare and submit credit applications for new suppliers and coordinate with Accounts Payable
• Write up approved credit requests and submit to Finance
• Log into vendor accounts (e.g., Shaw) to retrieve and submit invoices to Accounts Payable
• Submit traffic tickets and assign them to the appropriate job numbers

Office Administration:

• Organize and book company events, including Christmas functions and office breakfasts
• Maintain daily kitchen cleanliness, prepare coffee, and manage coffee orders
• Coordinate office cleaners and monitor service quality and performance
• Ensure outdoor maintenance contractors attend as scheduled and follow up when required
• Order office supplies and uniforms as needed
• Coordinate parking systems by adding license plates and topping up parking funds
• Distribute and manage mail: open, scan, and route invoices and statements
• Ensure new employee onboarding and training are scheduled and coordinated
• Track upcoming safety certification expiries and notify teams accordingly
• Act as a daily point of contact for technicians and staff, assisting with general questions and locating answers in software systems or union agreements
• Order new IT hardware when required
• Maintain phone inventory and coordinate repairs or replacements with approval
• Program and manage employee access cards
• Monitor Power BI daily to identify outstanding tasks and direct team focus

Requirements:

• 3-5 years of experience in a similar role
• High school diploma or higher required
• Proficiency with Microsoft excel, office suite
• French language proficiency is an asset
• Strong organizational and multitasking abilities
• Ability to manage competing priorities in a fast-paced environment

What We Offer:

• Competitive Starting Pay
• Paid Training
• Comprehensive Benefits:
  • Medical/Dental/Vision/Travel Insurance
  • Life Insurance
  • Pension plan paid fully by us.
  • Vacation
  • Paid Time Off
  • Short-Term and Long-Term Disability
  • Employee Family Assistance Program paid by us.

Company Overview: At Carmichael Engineering, we pride ourselves on being a leading provider of comprehensive mechanical and HVAC solutions across Canada. With over 100 years of experience, we have established ourselves as industry experts in delivering innovative and sustainable solutions to our diverse clientele.

Founded in 1922, Carmichael Engineering has grown from a small family-owned business into a trusted national brand with a presence in major cities and communities throughout Canada. Our rich history is built on a foundation of integrity, professionalism, and a commitment to excellence in everything we do. Carmichael Engineering offers a comprehensive range of mechanical and HVAC services tailored to meet the unique needs of our clients.

Health and Safety is a core paramount value of Carmichael Engineering. Given the importance of keeping one another safe, you are expected to comply with our Health and safety policies at all times and client Health and Safety policies when working at client locations.

Carmichael Engineering welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates participating in all aspects of the selection process.