Reinbold Engineering Group Job Board
Coporate Receptionist
Description
Primary Objective
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 Description
Front-of-House & Office Operations
- 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.
Administrative & Operational Support
- 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.
Experience & Qualifications
- 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.