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 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 companies.
• Manage the shared reception area to ensure it remains tidy, professional, and well-presented.
• Answer and route incoming calls, emails, and general inquiries to the appropriate company/contact.
• Maintain visitor logs and coordinate meeting room access.

Office Administration & Coordination

• Oversee shared office supplies: ordering, stocking, and distribution.
• Coordinate use of shared facilities (meeting rooms, kitchen, break areas) and manage bookings.
• Liaise with building management, cleaners, maintenance, and external vendors.
• Handle incoming and outgoing mail and packages, including courier arrangements.
• 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 filing.
• Preparing simple reports, spreadsheets, and presentations.
• Assisting with travel arrangements and scheduling.
• Coordinating small internal events, team meetings, and catering.
• Maintain shared digital records while respecting confidentiality.

Calendar & Meeting Support

• Manage shared meeting room calendars and resolve scheduling conflicts.
• Prepare meeting rooms (set-up, video conferencing, refreshments, materials).
• Support video/phone conference setups and basic troubleshooting.

Health, Safety & Workplace Experience

• Act as first point of contact for health & safety queries and incident reporting.
• 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 role.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Proficiency with all Microsoft office software.
• Professional, friendly, and calm demeanor with strong customer service skills.
• Ability to handle confidential information with discretion.

Preferred:

• Experience in a shared office or co-working environment.
• Familiarity with basic IT troubleshooting.

Key Competencies

• Service-Oriented : Comfortable supporting multiple teams and adapting communication style.
• Time Management : Able to prioritize and switch tasks quickly without losing accuracy.
• Attention to Detail : Ensures accuracy in bookings and records.
• Professionalism : Represents all companies with a polished, neutral approach.
• Problem-Solving : Anticipates issues and proposes practical solutions.
• Teamwork : Collaborates effectively while remaining impartial.

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 ***email_hidden*** .

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.