Office Operations & Admin

(with light Executive Support)

Overview

We are seeking a warm, dependable, and highly organized Office Operations & Admin to support the smooth day-to-day functioning of our business across two offices. This is an office-first role, with a strong emphasis on operational coordination, and limited executive support.

The right person is a dependable, proactive team member who takes ownership, works efficiently and with discretion, and continually looks for ways to improve processes and support the team.

Key Responsibilities

Office Operations

- Oversee daily office operations across two offices supporting ~35 team members
- Coordinate vendors, maintenance, repairs, and service providers
- Manage office supplies, kitchen inventory, and shared spaces
- Maintain and continually improve operational processes and vendor relationships
- Ensure offices run smoothly without being involved in day-to-day people friction

Accounting & Finance Support

- Assist in processing accounts payable and receivable
- Enter and reconcile expense reports




- Support month-end close activities and financial administration
- Work closely with the accounting team to ensure accuracy, timeliness, and follow-up
- Use QuickBooks (experience is an asset, not required)

Events & Culture

- Plan and execute multiple company events per year
- Create event plans and manage event budgets
- Coordinate logistics, vendors, and communications
- Executive & Administrative Support
- Provide light, day-to-day administrative support to the President
- Manage scheduling, coordination, and prioritization of requests as needed
- Act with discretion and sound judgment

Qualifications & Traits

- Experience as an Office Coordinator or similar role
- Strong organizational skills, speed, and follow-through
- Comfortable acting independently, with support from leadership
- Professional communication and high discretion
- Warm, team-oriented, service-minded approach
- Assertive when needed, while remaining collaborative
- Robust sense of ownership and accountability

📌 Office Operations & Accounting Coordinator (Calgary)
🏢 Intelica Solutions
📍 Calgary