Zeno Renewables is an Alberta-based solar installation company serving residential and commercial customers across the province, with commercial projects extending into Ontario. Over the past 11 years, we have completed more than 5,500 installations and deployed over 50 MW of solar capacity.
Our team brings together sales, marketing, finance, licensed electricians, project managers and field contractors to manage projects from the first conversation through design, installation and final commissioning.
Position Summary We’re hiring an Office Administrator to be the operational backbone of our Calgary office. This person keeps our day-to-day office running smoothly, supports our HR and finance teams with administrative tasks, coordinates our vehicle fleet and business licensing, and provides hands‑on support to our marketing department. The role reports to the CEO, works closely with every department in the company, and occasionally provides administrative support to our other locations.
We recently brought on an AI-assisted call service to help manage inbound call volume on our sales line. The Office Administrator remains responsible for the phone line and for entering leads into HubSpot, and will work alongside this tool rather than being replaced by it.
Not everything on this list happens every day. Licensing renewals, fleet administration, and most marketing support tasks come up periodically or as needed rather than on a constant basis, so the day-to-day workload centres on reception, HR support, finance entry, and lead and referral tracking, with the other items layered in as they arise.
Key Responsibilities Office & Facilities Administration
Answer the sales phone line and action incoming requests, logging every call in the call tracker
Enter all leads generated from phone calls into HubSpot
Serve as the main point of contact for our property management company, including submitting maintenance tickets and requesting building access cards
Maintain office photocopiers,



ensuring adequate paper, toner, and supplies for the operations team
Order stationery and office supplies as needed
Purchase coffee and kitchen cleaning supplies for the office and warehouse kitchens
Launder kitchen towels and dish cloths weekly, and water office plants weekly
Pick up mail daily
Liaise with office and warehouse cleaning contractors
Ensure certificates of insurance (COIs) are sent annually to vendors and partners who require them
Approve Amazon purchases when required and ensure receipts are submitted to DEXT
Provide occasional administrative support to our other Alberta and Ontario locations as needed
Human Resources Support
Prepare offer letters and new hire paperwork
Create and maintain personnel files
Update the company master list and email distribution lists, including in HubSpot
Follow up with new hires to ensure paperwork is returned promptly and correctly
Support completion of immigration-related documents and submissions as needed, under the guidance of the company’s immigration counsel
Provide employment verification letters when requested
Finance & Expense Administration
Upload mileage reports and expense receipts into DEXT
Enter license, permitting, and vendor receipts into monthly expense reports
Reconcile multiple company credit card statements monthly
Marketing & Referral Support
Monitor and forward messages from shared company inboxes (general inquiries, admin, referrals, HR)
Enter current leads from the general inquiries inbox into HubSpot and filter incoming leads to route them to the appropriate team




Forward incoming resumes to the appropriate location managers
Ensure referrals are logged accurately in HubSpot
Create and maintain monthly referral payout templates
Send the monthly referral payment list to accounting and update payment status in the tracking sheet and HubSpot
Order and manage branded swag and promotional materials
Restock marketing materials and track inventory levels
Assist with scheduling and posting basic social media content
Operations & Compliance Support
Manage annual vehicle registrations for Alberta and Ontario
Coordinate ticket payments with payroll and track vehicle recalls
Manage toll registration and payments for vehicles operating in Ontario
Manage annual renewal of required business licenses and track expiry dates
Purchase additional licenses on an ad hoc basis as needed
Book travel and hotel reservations for staff and installers, including credit card authorizations
Book required safety courses for employees in Alberta and Ontario
Maintain office fire extinguishers
Track company cell phones and laptops, and set up laptops for new employees
Event Planning
Coordinate townhalls, team-building events, and holiday parties for our Alberta and Ontario teams
Qualifications 2+ years of office administration or coordination experience, ideally in a fast‑paced, multi‑department environment
Comfortable managing HR, finance, and operational tasks with discretion and attention to detail
Experience with HubSpot, DEXT, Google Workspace, and Microsoft Office, or a strong ability to learn new systems quickly
Strong organizational skills and the ability to manage competing priorities across departments
Interest in supporting marketing initiatives, including social media, is an asset
Valid driver’s license
Compensation will be discussed during the interview process and will reflect the candidate’s experience.

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📌 Office Administrator Calgary (Alberta)
🏢 Zeno]
📍 Alberta