Contract: Full-time Contract (12 Months)
Type: In-Person Only

Position Summary

The Business Operations Coordinator plays a central role in ensuring the productive day-to-day operation of the business. This position supports accounting, project administration, quality assurance, proposal tracking, training coordination, and office operations. The successful candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining a high level of accuracy.

This role interacts with nearly every department and is instrumental in helping projects, finances, and administrative functions run smoothly.

Key Responsibilities

Financial Administration

- Prepare and issue client invoices accurately and in a timely manner.
- Process and track incoming supplier invoices.
- Reconcile and manage corporate Visa receipts and supporting documentation.
- Assist with month-end administrative requirements.

Project Administration

- Create and maintain project setups within the company’s time tracking systems.
- Monitor employee time entry compliance and follow up on outstanding timesheets.
- Generate project spend, utilization, and budget reports.
- Maintain accurate project information and coding.

Proposal Administration

- Review proposals for completeness, formatting, consistency, and compliance with company standards.
- Track proposal submissions.

Quality Assurance

- Review technical reports for formatting, consistency, grammar, spelling, and adherence to company standards prior to issuance.
- Ensure reports meet company branding and document quality requirements.

Training Academy Administration

- Coordinate training schedules with instructors.




- Schedule and organize in-house training courses.
- Format, print, and assemble course materials.
- Coordinate participant registrations and communications.
- Arrange classroom setup, supplies, and logistics.
- Maintain training records and course documentation.
- Coordinate post-course evaluations and certificates where applicable.

Codes and Standards Library

- Maintain the company’s technical codes and standards library.
- Track revisions and new editions.
- Coordinate renewals and subscriptions.

Office Administration

- Order and maintain office supplies and kitchen inventory.
- Coordinate coffee, refreshments, and lunch catering for meetings and training sessions.
- Organize office functions and events.
- Manage office vendors and service providers.
- Maintain an organized and professional office environment.

Marketing & Social Media Coordination

- Identify newsworthy company activities, project milestones, employee achievements, technical insights, community involvement, and industry events suitable for social media.
- Gather content, photos, and information from project managers and technical staff to support marketing initiatives.
- Draft and submit content ideas, photos, and supporting information for publication on the company's social media platforms.




- Maintain a content calendar and monitor upcoming opportunities for company announcements, training promotions, employee recognition, and project highlights.
- Maintain an organized library of company photos, graphics, logos, and marketing materials for future use.

Administrative Support

- Maintain company records and filing systems.
- Assist with document control and internal communications.
- Identify opportunities to improve efficiency and implement better processes.

Qualifications

- Diploma or certificate in Business Administration, Office Administration, Accounting, or a related field is considered an asset.
- Minimum 3 years of administrative or operations coordination experience.
- Experience supporting accounting and project administration functions.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities with minimal supervision.
- Professional, customer-service-oriented attitude.

Technical Skills

- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe
- Experience with accounting software
- Experience with project management or time tracking systems
- Strong document formatting skills

Pay: $50,000.00-$80,000.00 per year

Application question(s):

- Do you have experience in accounting and related activities? (invoicing, AR/AP management, etc.)
- This role is an in-person role only, do you currently live in Calgary or nearby area?

Experience:

- Administrative: 3 years (preferred)

Language:

- English (required)

Work Location: In person

📌 Business Operations Coordinator (Calgary)
🏢 Group 10 Engineering
📍 Calgary