Administrative / Inventory Assistant

Helical Pile Solutions is a deep foundations contractor with over 30 years of experience in the industry, recently acquired by Java Holdings Ltd. ("Java"). Java staff have over 50 years of experience building some of Canada's largest electrical infrastructure projects.

We are seeking a dynamic and detail-oriented Administrative Assistant to support our Quarry Park office in Calgary. Reporting directly to the Senior Manager of Information Technology, this role plays a key part in ensuring the efficient day-to-day operation of the office and providing administrative support to internal and external stakeholders.

Position Summary:

The Administrative Assistant is responsible for front-office operations, administrative coordination, documentation management, and general office organization. This role requires strong communication skills, sound judgment, and the ability to manage multiple priorities in a professional and confidential manner.

Key Accountabilities:

Administrative Support

Serve as the primary point of contact for all office-related inquiries

Answer incoming phone calls at the reception desk and route them appropriately

Greet visitors in a professional and respectful manner

Manage calendars, schedule meetings, and coordinate appointments

Monitor incoming emails, service tickets, and invoice inquiries, directing them to the appropriate team members

Assist with drafting, proofreading, and distributing internal and external communications

Ensure common areas, including the kitchen, lunchroom, and boardrooms, are kept clean and organized

Documentation and Record Keeping

Maintain organized and accessible filing systems for policies, procedures, and project documentation

Prepare and distribute reports as requested

Meeting Coordination

Plan and coordinate meetings with internal and external participants, ensuring required resources are available

Arrange refreshments for meetings when applicable

Record and distribute meeting minutes, action items, and follow-up tasks

Coordinate virtual meetings, webinars, and teleconferences

I nventory Management

Manage inventory for office and kitchen supplies, including stationery and refreshments

Ensure timely ordering and restocking to maintain appropriate supply levels

Requirements

Desired Qualifications:

• 3-5 years of experience in an administrative support role preferred
• Strong organizational and time-management skills with the ability to prioritize effectively
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365 tools, including Teams and OneDrive
• Excellent written and verbal communication skills
• High attention to detail and accuracy in data entry and recordkeeping
• Ability to maintain confidentiality and handle sensitive information appropriately
• Proactive, self-motivated, and able to work both independently and collaboratively

Other Position Requirements:

Valid driver's license and willingness to occasionally use a personal vehicle for work-related travel

Ability to sit for extended periods and work on a computer

Commitment to ongoing skills development, including training and certifications

Benefits

Extended Healthcare Plan (Medical, Disability, Dental & Vision)

Group RRSP

Group Life - AD&D - Critical Illness Insurance

Training & Development

Employee Assistance Program - Counseling