Office Administrator
Zeno Renewables Inc.|Calgary, Alberta|Full-time, in-office

About Zeno Renewables
Zeno Renewables is an Alberta-based solar installation company serving residential and commercial customers across the province, with commercial operations extending into Ontario as well. Over the past 11 years we have completed more than 5,500 installations and deployed over 50MW of solar capacity. Our team brings together sales, marketing, finance, licensed electricians, project managers, and field contractors to take projects from first call through to 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 and works closely with every department in the company.

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

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 new 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 recent employees

Event Planning

Coordinate townhalls, team-building events, and holiday parties across our Calgary, Edmonton, and Toronto 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 & Benefits
Compensation will be discussed during the interview process and will reflect the candidate's experience.

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📌 Office Administrator (Alberta)
🏢 Zeno Renewables
📍 Alberta