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 SummaryWe'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 ResponsibilitiesOffice & Facilities AdministrationAnswer the sales phone line and action incoming requests, logging every call in the call trackerEnter all leads generated from phone calls into HubSpotServe as the main point of contact for our property management company,



including submitting maintenance tickets and requesting building access cardsMaintain office photocopiers, ensuring adequate paper, toner, and supplies for the operations teamOrder stationery and office supplies as neededPurchase coffee and kitchen cleaning supplies for the office and warehouse kitchensLaunder kitchen towels and dish cloths weekly, and water office plants weeklyPick up mail dailyLiaise with office and warehouse cleaning contractorsEnsure certificates of insurance (COIs) are sent annually to vendors and partners who require themApprove Amazon purchases when required and ensure receipts are submitted to DEXTProvide occasional administrative support to our other Alberta and Ontario locations as neededHuman Resources SupportPrepare offer letters and recent hire paperworkCreate and maintain personnel filesUpdate the company master list and email distribution lists, including in HubSpotFollow up with new hires to ensure paperwork is returned promptly and correctlySupport completion of immigration-related documents and submissions as needed, under the guidance of the company's immigration counselProvide employment verification letters when requestedFinance & Expense AdministrationUpload mileage reports and expense receipts into DEXTEnter license, permitting, and vendor receipts into monthly expense reportsReconcile multiple company credit card statements monthlyMarketing & Referral SupportMonitor 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 teamForward incoming resumes to the appropriate location managersEnsure referrals are logged accurately in HubSpotCreate and maintain monthly referral payout templatesSend the monthly referral payment list to accounting and update payment status in the tracking sheet and HubSpotOrder and manage branded swag and promotional materialsRestock marketing materials and track inventory levelsAssist with scheduling and posting basic social media contentOperations & Compliance SupportManage annual vehicle registrations for Alberta and OntarioCoordinate ticket payments with payroll and track vehicle recallsManage toll registration and payments for vehicles operating in OntarioManage annual renewal of required business licenses and track expiry datesPurchase additional licenses on an ad hoc basis as neededBook travel and hotel reservations for staff and installers, including credit card authorizationsBook required safety courses for employees in Alberta and OntarioMaintain office fire extinguishersTrack company cell phones and laptops, and set up laptops for new employeesEvent PlanningCoordinate townhalls, team-building events, and holiday parties for our Alberta and Ontario teamsQualifications2+ years of office administration or coordination experience, ideally in a fast‐paced, multi‐department environmentComfortable managing HR, finance, and operational tasks with discretion and attention to detailExperience with HubSpot, DEXT, Google Workspace, and Microsoft Office, or a strong ability to learn new systems quicklyStrong organizational skills and the ability to manage competing priorities across departmentsInterest in supporting marketing initiatives, including social media, is an assetValid driver's licenseCompensation will be discussed during the interview process and will reflect the candidate's experience.

📌 Office Administrator Calgary
🏢 Zeno]
📍 Calgary