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
• Skilled communication and high discretion
• Warm, team‑oriented, service‑minded approach
• Assertive when needed, while remaining collaborative
• Strong sense of ownership and accountability ✅ Who This Role Is For This Role Is Ideal For Someone Who
• Enjoys being the operational backbone of an office
• Prioritizes clear communication, accountability, and follow-through
• Interest in hands‑on AP/AR, expenses, and month‑end exposure (not full accounting)
• Naturally brings:
•
• Warmth and approachability
• Speed and decisiveness
• Discretion and professional judgment
• Assertiveness when follow‑ups are needed They take pride in things running smoothly, vendors being handled well, numbers being accurate, and teammates feeling supported. ? Who This Role Is Not For This Role Is Not a Fit For Someone Who
• Is looking for a pure Executive Assistant role
• Wants calendar‑heavy, travel‑heavy, or board‑level executive exposure
• Expects to manage people immediately
• Is on a CPA / controller track or seeking deep accounting ownership
• Dislikes being office‑based or hands‑on with logistics
• Focuses on conflict resolution or HR employee issues (this role avoids day‑to‑day friction)

📌 Office Operations and Admin (Calgary)
🏢 Intelica Solutions
📍 Calgary