Office Administrator presso Canada Business Unit

Who We Are

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.

Further information is available at www.bgis.com

SUMMARY

We are seeking an experienced and highly organized Office Administrator to oversee daily office operations and ensure the smooth running of administrative functions. This role is responsible for managing office resources, supervising administrative staff, and providing operational support to leadership and employees. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment.

This role is on-site, located in Calgary, AB.

KEY DUTIES & RESPONSIBILITIES

Office Operations & Administration

• Oversee day-to-day office operations to maintain a productive and professional work environment.
• Manage office supplies, equipment, and vendor relationships.
• Ensure compliance with health, safety, and security regulations.
• Point of contact for office equipment, boardroom technology and supplies needed on a day-to-day basis.
• Works with the Regional Facilities Manager to perform regular facilities management for the office.
• Coordinates with IT on the latest updates and enhancements. Provides local assistance with trouble shooting as required.

Staff & Team Support

• Supervise administrative and support staff, providing training and performance management.
• Act as the main point of contact for staff requests related to office operations.
• Support leaders and departments with scheduling, logistics, and document / report formatting utilizing advanced MS Word skills.
• Coordinates local on-boarding for new hires. 

Communication & Records Management

• Draft and distribute internal communications and announcements.
• Maintain accurate office records and Records Management system (digital and physical).
• Support HR with onboarding documentation and administrative compliance.

Leadership & Strategic Support

• Identify and implement process improvements to enhance efficiency.
• Partner with leadership and other departments on organizational initiatives and special projects.
• Represent the office with professionalism when liaising with external stakeholders.

KNOWLEDGE & SKILLS

• Post-secondary education in Business Administration, Office Management, or related field.
• 5+ years of experience in office administration, with at least 2 years in a supervisory or management role.
• Strong knowledge of office procedures, budgeting, and vendor management.
• Excellent organizational, multitasking, and problem-solving skills.
• Strong written and verbal communication abilities.
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software.
• Ability to maintain confidentiality and demonstrate professionalism at all times.
• Leadership and team management.
• Attention to detail and high level of accuracy.
• Ability to work independently and prioritize competing demands.
• Strong interpersonal skills with a customer-service mindset.
• Adaptability and resilience in a dynamic workplace.
• This role is on-site, located in Calgary, AB.

Licenses and/or Professional Accreditation

• None required