Cleantek Industries Inc. is seeking a highly organized and proactive office administrator to support the daily operations of our Calgary office. This role is central to ensuring the smooth coordination of office operations, employee onboarding, vendor management, internal systems administration, and executive support.

The successful candidate will be a reliable operational anchor for the office, ensuring administrative processes run efficiently while supporting multiple departments including operations, finance, and leadership.

Key Responsibilities

Office Operations and Administration

• Manage the day-to-day operations of the Calgary office and ensure an efficient, professional work environment
• Maintain common office areas including reception, boardroom, kitchens, storage areas, and filing systems
• Manage office inventory including stationery, kitchen supplies, furniture, office equipment, marketing materials, and snacks
• Coordinate incoming and outgoing mail, courier shipments, and document deliveries including customs documentation when required
• Oversee office operations, including building services, maintenance, and access/security management.
• Manage vendor relationships, monitor service performance, and coordinate issue resolution.
• Perform general administrative tasks including filing, document management, scanning, photocopying, and correspondence handling

Employee Onboarding and Office Setup

• Coordinate onboarding and offboarding logistics in collaboration with HR and department leaders
• Arrange employee workstations, equipment, access badges, and office access
• Coordinate computer setup, phone provisioning, and system access with IT
• Set up employees within internal systems including Business Central, SharePoint, Expensify, Adobe, and company distribution lists
• Coordinate business card orders and internal employee contact records
• Administer company fleet cards and office resource allocations

IT and Systems Coordination

• Serve as the primary point of contact for external IT service providers
• Coordinate internal IT support requests and track issue resolution
• Assist with management of office technology including phone systems, mobile devices, and communication services
• Coordinate telecom services including Business Connect, Telus, and related vendors

Finance and Administrative Support

• Submit customer invoices through client portals or email when required
• Track invoice approvals and coordinate submission to accounting
• Assist with expense report processing and administrative accounts payable support
• Deposit cheques and assist with administrative accounting tasks
• Track corporate administrative expenses and support finance with reporting requirements during month end, quarter end, and year end processes

Document and Contract Administration

• Prepare, distribute, and track business documents including NDAs, MSAs, and confidentiality agreements
• Manage document execution through electronic signature platforms such as DocuSign
• Maintain contract and document records within SharePoint and internal systems
• Ensure proper document control, organization, and retention practices

Meetings, Reporting and Presentations

• Schedule internal and external meetings and coordinate meeting logistics
• Prepare meeting agendas, materials, and minutes when required
• Assist with preparation of internal presentations, reports, spreadsheets, and supporting documentation
• Compile research and operational information for leadership and internal projects

Communications and Correspondence

• Manage incoming office correspondence and distribute appropriately
• Coordinate communications with internal teams and external stakeholders
• Support internal communications and assist with shareholder communications when required

Events and Corporate Activities

• Plan and coordinate internal company events, meetings, and team activities
• Coordinate client events and corporate functions

Executive and Leadership Support

• Provide administrative support to executive team and key management when required
• Track key commitments, deadlines, and internal coordination items
• Assist with meeting preparation and travel arrangements
• Prepare confidential correspondence and internal documentation

Additional Administrative Coordination

• Track and distribute internal Authorization for Expenditures (AFEs) when required

• Assist with administration of annual insurance documentation and renewals

• Support administrative coordination related to CBSA and CanEx processes where required

• Assist with payroll-related administrative submissions when required

• Maintain accurate internal administrative procedures and improve operational workflows

Qualifications and Experience

Required Experience

• 2 to 5 years of experience in office administration, office management, operations coordination, or executive administrative roles
• Experience managing office operations, vendors, and administrative systems in a professional office environment
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities

Technical Skills

• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Experience working with document management systems such as SharePoint or similar platforms
• Familiarity with business systems such as ERP platforms, expense management tools, and electronic document signing tools is considered an asset

Professional Skills

• Strong communication and interpersonal skills
• High attention to detail and ability to manage confidential information
• Ability to work independently while coordinating across multiple departments
• Resourceful problem solver with a proactive approach to managing office operations