Front Desk Reception/Coordinator

Full-Time
Calgary
Posted 4 days ago

The Front Desk Reception/Coordinator in Alinea’s head office in Calgary, Alberta will be a representative of Alinea International Ltd. in Canada. The Coordinator will report to the Operations Manager and the President and Chief Executive Officer, but will liaise with all staff and tenants, as required. Specific responsibilities include, but are not limited to, the following:

Front Desk Reception

  • Develop and maintain central filing system related to office equipment and service agreements
  • Answer all incoming calls and handle callers’ inquiries whenever possible
  • Greet, assist and direct visitors
  • Arrange all outgoing and incoming mail and courier packages
  • Assist in the preparation of meetings and conference calls
  • Maintain an inventory of office and kitchen supplies; ordering of business cards, stationery, etc.
  • Coordinate the repair and maintenance of office equipment (fax, photocopiers, etc.)
  • Provide administrative support to Occupational Health & Safety team
  • Coordinate monthly reconciliation of corporate AMEX statements
  • Tidy and maintain reception and general office areas

Property Management Coordinator

  • Liaise with tenants regarding leases, invoices and maintenance
  • Coordinate trades, service and building maintenance
  • Develop and maintain central filing system related to all service providers
  • Provide administrative support to President and Chief Executive Officer, related to the properties

Project Coordinator

  • Providing administrative and technical support services for the project;
  • Identifying and recommending to the Project Director(s) Canadian project personnel and key specialists for the Project Director(s)’s congruence and coordinating the deployment of long- and short-term personnel in the field when required;
  • Managing sub-contractor and local employee contracting in accordance with client approvals and implementation budgets;
  • Coordinating logistics for incoming delegations (study tours, placements, etc.);
  • Together with the Project Financial Controller, ensuring effective and transparent financial practices, procedures and reporting;
  • Ensuring duty of care practices are implemented on all projects and teams are informed of processes and available supports;
  • Reviewing and providing inputs to the Project Director(s) on all project reports and plans to clients as per the Reporting Requirements section of the contract/contribution agreement;
  • Ensuring corporate compliance and Code of Conduct standards and processes are effectively implemented across all projects;
  • Providing leadership in areas such as: initial contract walk-throughs; contracting; defining and regularly reviewing (annually, at a minimum) roles and responsibilities (RASCI); training project teams;
  • Scheduling and chairing regular team meetings, including budget meetings.

Required Skills

  • Computer Skills: MS Word (senior); MS Excel (intermediate)
  • Property management experience not required but preferred

Interested applicants are asked to submit their cover letter and CV to shelleyp@alineainternational.com. Please include the position title in your subject line, and state your approximate salary expectations as a monthly rate, CAD, inclusive of benefits.

Thank you for your interest in Alinea International. Only shortlisted applicants will be contacted; no telephone enquires please.