About the Role

We are a small, established construction company looking for a highly organized, dependable and resourceful Operations & Administration Coordinator to help keep the day-to-day administrative side of our business running smoothly.

This is a varied role that will support accounting, employee administration, field operations, safety and general office functions. You will work closely with the Controller and other members of the management team, taking ownership of many of the administrative tasks that keep the business moving.

This position would be a great fit for someone who enjoys variety, likes keeping things organized, and is comfortable jumping between accounting, employees, paperwork, scheduling and operational tasks throughout the day.

Key Responsibilities

Responsibilities will include a mix of the following:

Accounting & Bookkeeping Support

- Process accounts payable invoices and enter invoices into the accounting system
- Match invoices to purchase orders, receipts and supporting documentation
- Assist with credit card and expense reconciliation
- Perform general accounting and data entry
- Maintain organized electronic and physical accounting records
- Assist the Controller with other bookkeeping and administrative tasks as required
- Follow up with vendors regarding invoices, statements and documentation

Employee Administration & Onboarding

- Coordinate onboarding paperwork for new employees
- Maintain employee files and training records
- Assist with orientation and administrative setup for new hires
- Track employee certifications, training requirements and expiry dates
- Assist with vacation, time-off and other employee administration
- Support management with general HR administration

Field Scheduling & Operations

- Assist with scheduling and coordinating field employees
- Communicate schedules, changes and job information to field staff
- Help coordinate labour requirements between active projects
- Track employee availability and upcoming project needs
- Assist with travel, accommodation or other field logistics when required

Safety & COR Administration

- Help oversee and maintain the company’s safety program
- Maintain safety documentation,



policies, forms and training records
- Track required certifications and safety training
- Assist with toolbox meetings, inspections, incident documentation and other safety requirements
- Coordinate documentation required for COR maintenance and audits
- Work with management and external safety consultants where required
- Help ensure company safety procedures and documentation remain current and organized

Project & Office Administration

Depending on experience and ability, the position may also assist with:

- Preparing project documentation
- Tracking purchase orders, subcontracts and project paperwork
- Coordinating documentation between the office, field and project managers
- Assisting with material orders and deliveries
- Maintaining project files
- Helping track project schedules, outstanding items and deadlines
- General office administration and organization
- Answering phones and directing inquiries when required
- Ordering office supplies and coordinating vendors
- Improving administrative processes and developing better systems as the company grows

What We’re Looking For

We are less concerned about finding someone who has done every single one of these tasks before and more interested in finding someone who is organized, capable and willing to learn.

The ideal candidate will have:

- Previous experience in office administration, operations, bookkeeping, construction administration or a similar role
- Experience with accounts payable and basic bookkeeping
- Robust attention to detail
- Excellent organizational and time-management skills
- Strong written and verbal communication skills
- Confidence working independently and taking ownership of tasks
- The ability to manage several priorities at the same time
- Strong computer skills, including Microsoft Excel,



Outlook and Word
- A practical, problem-solving mindset
- Comfort working in a small-business environment where responsibilities can vary from day to day

Assets

The following would be considered an asset but are not required:

- Experience working in construction, trades or a field-service business
- Experience with QuickBooks Online
- Experience administering a safety program or COR
- Familiarity with Alberta OHS requirements
- Experience coordinating field employees or construction crews
- Experience with project coordination
- Payroll or HR administration experience
- Experience working with purchase orders, job costing or project documentation

Who Will Do Well in This Role

You may be a good fit if you are the type of person who:

- Notices when something is falling through the cracks and takes care of it
- Enjoys creating systems and keeping information organized
- Likes having a variety of responsibilities instead of doing the same task all day
- Is comfortable asking questions and figuring things out
- Can work independently without needing constant direction
- Enjoys supporting both office and field employees
- Takes pride in making other people’s jobs easier

Because we are a small company, this role has the opportunity to grow significantly over time. A strong candidate may gradually take on greater responsibility in areas such as operations, project coordination, safety, HR and business administration.

How to Apply

Please submit your resume along with a brief note outlining your relevant experience and why this type of varied small-business role interests you.

This posting is being kept confidential during the initial recruitment process. Additional information about the company will be provided to candidates selected for an interview.

Pay: $18.00-$22.00 per hour

Expected hours: 40.0 per week

Benefits:

- Casual dress
- Extended health care
- On-site parking
- Work from home

Application question(s):

- What are your salary expectations?

Language:

- English (required)

Location:

- Calgary, AB T2C 2C9 (required)

Work Location: Hybrid remote in Calgary, AB T2C 2C9

📌 Operations & Administration Coordinator (Calgary)
🏢 Recognized
📍 Calgary