Office Manager
Summit Search Group is proud to partner with one of Canada’s fasted growing multidisciplinary engineering consulting firms who is currently seeking an Office Manager to support a newly renovated co-shared office working space in the vibrant beltline of Calgary.
If you’re a detail-oriented, prioritization master who builds strong relationships with differing groups of personalities and would be excited about moulding and shaping something new, we would love to hear from you!
Position Summary:
We are seeking a professional, highly organized Officer Manager to support four growing companies working in the fields of urban planning, architecture, landscape architecture and engineering, all operating from a shared office space. This role serves as the central point of contact for visitors, employees, and external partners, ensuring smooth office operations and delivering exceptional front-of-house service to all four businesses.
You will balance studio management duties with administrative support and receptionist duties, coordinating shared resources and adapting to the unique needs and cultures of each company.
Key Responsibilities:
Front Desk Receptionist & Visitor Management
- Greet and welcome visitors and clients on behalf of all four
- Manage the shared reception area to ensure it remains tidy, professional, and well-
- Answer and route incoming calls, emails, and general inquiries to the appropriate company/contact.
- Maintain visitor logs and coordinate meeting room
Office Administration & Coordination
- Oversee shared office supplies: ordering, stocking, and
- Coordinate use of shared facilities (meeting rooms, kitchen, break areas) and manage
- Liaise with building management, cleaners, maintenance, and external
- Handle incoming and outgoing mail and packages, including courier
- Support implementation of office policies and procedures for the shared space in collaboration with corporate administration.
Administrative Support
Provide basic administrative assistance to each company, including:
- Document formatting, scanning, and
- Preparing simple reports, spreadsheets, and
- Assisting with travel arrangements and
- Coordinating small internal events, team meetings, and
- Maintain shared digital records while respecting
Calendar & Meeting Support
- Manage shared meeting room calendars and resolve scheduling
- Prepare meeting rooms (set-up, video conferencing, refreshments, materials).
- Support video/phone conference setups and basic
Health, Safety & Workplace Experience
- Act as first point of contact for health & safety queries and incident
- Support the onboarding of new employees across all companies, including office orientation, access cards, and workspace setup.
- Coordinate with HR and IT teams to ensure seamless onboarding and readiness of employee workspaces.
- Foster a positive, inclusive, and engaging workplace environment that supports employee experience and well-being.
Qualifications & Experience:
Required:
- At least 10 years’ experience in a receptionist, office coordinator, or administrative
- Strong verbal and written communication
- Excellent organizational and multitasking
- Proficiency with all Microsoft office
- Professional, friendly, and calm demeanor with strong customer service
- Ability to handle confidential information with
Preferred:
- Experience in a shared office or coworking
- Familiarity with basic IT
Key Competencies
- Service-Oriented: Comfortable supporting multiple teams and adapting communication
- Time Management: Able to prioritize and switch tasks quickly without losing
- Attention to Detail: Ensures accuracy in bookings and
- Professionalism: Represents all companies with a polished, neutral
- Problem-Solving: Anticipates issues and proposes practical
- Teamwork: Collaborates effectively while remaining
What’s in it for you?
- Customize your benefits package based on your needs
- Feel refreshed with paid vacation and sick days
- Internal mentorship program to develop towards your long-term career goals
- Build long-term financial security with their RRSP matching program
- Let them cover your professional continued education fees
- Give back with volunteering opportunities
Remuneration:
This is a full-time on-site position located in a newly renovated office space in the beltline, Monday – Friday, approximately 8:30 am – 5:00 pm.
The opportunity offers competitive salary and benefits package including RRSP matching. If you’d be excited about playing a central role shaping a professional, welcoming shared office environment with opportunities for professional development within a dynamic, multi-company setting, we’d love to hear from you.
For a confidential discussion about this opportunity, please reach out to Mariah Beahen at mariah.beahen@summitsearchgroup.com.
Summit Search Group has a strong commitment to Diversity, Equality and Inclusion. We strive for continuous development, modeling, inclusive behaviors and proactively managing bias throughout our process.
