Corporate Receptionist Job at Reinbold Engineering Group (Calgary)

Job Description

This role is positioned as a central operational hub for Reinbold Engineering Group, supporting the coordination and day-to-day administrative functions across multiple offices (Calgary, Edmonton, Vancouver, Kelowna, and Toronto). The Corporate Receptionist & Office Administrator plays a critical role in ensuring seamless front-of-house operations while providing high-level administrative and operational support to leadership, finance, and administrative teams. This is a dynamic, fast-paced role requiring strong judgment, initiative, and the ability to manage competing priorities across a multi-office environment. This position is initially a 12-month contract, with the potential to transition into a permanent full-time role based on organizational needs.

Job Responsibility

Act as the first point of contact, managing the front entrance, reception area, and entry phone system with professionalism and efficiency
Greet visitors, clients, and vendors, ensuring a high standard of client experience
Manage incoming calls, screening and directing inquiries appropriately across multiple offices
Maintain reception, kitchen, and common areas to a high standard of organization and presentation
Coordinate and manage office supply inventory across all locations
Provide comprehensive administrative support to leadership, accounting, and administrative teams
Assist with onboarding coordination, including preparation of materials and scheduling
Support accounting functions, including data entry, vendor invoice processing, and coordination with finance
Prepare and maintain building schedules for Alberta and BC offices
Manage document control processes, including filing, indexing, and archiving corporate records
Coordinate meetings, travel arrangements, and company events, including lunch-and-learns
Interface with vendors, service providers, and building management as required
Support internal communications, including updates to company newsletters and materials
Assist in organizing internal initiatives and cross-office coordination activities

Requirements

Minimum 3–5 years of experience in an office administration or operations-focused role (multi-office experience is a strong asset)
Post-secondary education in Office Administration, Business Administration, or a related field preferred
Demonstrated experience supporting multiple stakeholders in a fast-paced environment
Strong working knowledge of MS Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and exposure to accounting systems
Proven ability to manage competing priorities with a high degree of accuracy and attention to detail
Strong interpersonal and communication skills, with a professional and service-oriented approach
Highly organized, proactive, and capable of working both independently and collaboratively