About the job

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
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Documentation and Record Keeping

• Maintain organized and accessible filing systems for policies, procedures, and project documentation
• Prepare and distribute reports as requested
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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
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Inventory Management

• Manage inventory for office and kitchen supplies, including stationery and refreshments
• Ensure timely ordering and restocking to maintain appropriate supply levels
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