Title: Office & HR Administrator

Location: Calgary, AB

We are seeking an energetic, highly organized task master with a true jack-of-all-trades mindset—someone who can seamlessly shift between greeting visitors, coordinating vendors, managing calendars, supporting HR processes, and planning team events, all while maintaining a positive and professional presence. This individual is proactive, detail-oriented, and thrives on juggling multiple priorities without letting anything fall through the cracks.

This role will function as a shared resource, also providing office and building management support to an affiliated company that shares the premises. This includes coordinating essential facility’s needs, supporting vendor relationships, and ensuring consistent standards across both workplaces. The ability to seamlessly balance priorities across multiple teams and environments is key to success in this role.

Role and Responsibilities: Duties include, but are not limited to:

Reception Management

• Handle incoming and outgoing phone calls and inquiries

• Greet visitors and monitor the sign-in/out sheet

• Manage outgoing and incoming mail, including local couriers pick up & drop-off

• Handle emails and monitor multiple inboxes

Building Management

• Review, execute, and consolidate building contracts for supplies, facility maintenance, and other requirements

• Act as a point of contact for and coordinate with vendors

• Conduct general monthly office inspections

Office Administration

• Scheduling and calendar management

• Organize all on-site meetings as requested by the Management Team.

• Perform various administrative and office support duties for all teammates.

• Complete expense reports for office corporate cards as a proxy to the management team.

• File and maintain all receiving documents to upkeep the Supply Chain SharePoint.

• Provide support to the Administrative Services Manager, including Travel Administration.

• Provide project-specific support on an as-needed basis, such as copy/editing and compiling reports.

• Provide support to Sales & Marketing as required, including events, proposals, etc.

• Maintain, order, receive, and store all office supplies and office grocery items.

• Maintain the kitchen, break rooms, reception area, and overall office appearance.

HR Administration

• Support job postings, applicant tracking, and candidate records and follow-ups.

• Conduct phone screens, schedule interviews, and coordinate recruitment logistics.

• Support employee benefits administration, including enrolments, changes, and terminations.

• Support onboarding by preparing documentation, coordinating system access, and tracking onboarding tasks.

• Assist with offboarding processes, including benefits termination and final employee separation documentation.

• Ensure employee lifecycle changes are completed accurately, on time, and documented.

• Assist with onboarding checklists, e‑signature requests, and HR workflows.

• Support process advancements in HRIS, data accuracy, and maintenance of employee digital records.

• Ensure confidential information is stored securely and updated as required.

Office Culture Champion

• Lead H3M Social Committee

• Annual Social Committee Plan & Budget preparation and monitoring

• Research/organize teambuilding events and Lunch & Learns with the help of the Committee

Qualifications and skill:

• Post-secondary education in Business Administration, Office Administration, Human Resources, or a related field (or equivalent experience)

• 3+ years of experience in an office administration, reception, HR support, or facilities coordination role

• Experience supporting multiple stakeholders or shared services environments is considered an asset

• Familiarity with HR processes such as onboarding, recruitment coordination, and employee record management

• Experience with vendor coordination, office operations, or building/facility support an asset

• Strong organizational and time management skills with the ability to manage competing priorities

• Excellent verbal and written communication skills with a professional, approachable manner

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and comfort working with HRIS

• Ability to coordinate calendars, meetings, travel arrangements, and office logistics efficiently

• Strong attention to detail, particularly in documentation, data entry, and process follow-through

• Ability to handle confidential information with discretion and professionalism

• Problem-solving skills with a proactive approach to resolving day-to-day operational issues

What H3M offers:

• Competitive salary

• Employer-paid Comprehensive Extended Health & Dental benefits

• Health & Wellness Spending Accounts

• Paid Sick Days

• Flex and Loyalty Days

• Free onsite parking

• Frequent team-building events

• Fun office culture and upbeat environment

• Education and Professional Development incentives

• Professional Dues Reimbursement

Why H3M Environmental?

We are a positive, culture-driven environmental firm providing quality solutions through a focus on strengthening relationships. We strive to put the right people in the right chairs and provide them with the necessary resources to grow and succeed as both individuals and teammates.

Team. Reliable. Authentic. Accountable. Adaptable.

These are our core values.

If you share the same passions and would like to be a part of our dynamic team. Please apply to our job board: https://h3menviro.bamboohr.com/jobs/. Follow us on social media for the latest updates and news.

H3M values and promotes the diversity of the people it hires and serves. We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.