Job Description

About the Position

We are currently seeking a Laboratory & Office Administrator to support our materials testing department and assist with the day-to-day administration of our Calgary office.

This is a varied administrative role involving laboratory report administration and document management, scheduling and dispatch of field staff, office coordination, and general administrative support. The successful candidate will work closely with laboratory and engineering staff, management, clients, contractors, and other departments.

Key Responsibilities

Laboratory Administration

• Ensure laboratory reports are scanned, filed, and saved to the appropriate server locations.
• Maintain and update report distribution lists as required.
• Perform quality control checks on reports and documentation.
• Complete data entry of laboratory reports and work records.
• Coordinate the distribution of reports.
• Assist with billing and invoicing.
• Administer and track storage equipment.
• Coordinate the couriering of signed and sealed documents.

Scheduling & Dispatch

• Respond to calls and emails from contractors, clients, and engineers requesting site visits and testing services.
• Manage and maintain the field-testing calendar.
• Coordinate and dispatch staff for site work.
• Communicate scheduling updates and changes to appropriate staff and clients.

Office Administration & Coordination

• Greet and welcome visitors and direct them as appropriate.
• Receive and direct general incoming phone calls and emails.
• Act as the point of contact for office repairs and maintenance and coordinate with service providers as required.
• Manage stationery, laboratory, office, and kitchen supply orders.
• Receive and process deliveries and coordinate outgoing couriers.
• Help maintain clean, organized, and well-stocked common areas and kitchens.
• Assist HR with onboarding preparations and event setup as required.
• Provide administrative support to other departments as needed.
• Perform other reasonable duties related to the position as required.

Hours & Compensation

This is a full-time, salaried position with an annual salary of $55,000–$60,000, depending on experience and qualifications.

Regular hours of work are Monday to Friday, 8:00 a.m. to 4:30 p.m.

Requirements

Qualifications & Skills

The ideal candidate will:

• Possess excellent written and verbal communication skills.
• Be highly organized and detail-oriented.
• Demonstrate strong time-management skills and the ability to manage multiple priorities.
• Be proficient in Microsoft Office, including Outlook, Word, and Excel.
• Be comfortable using scheduling tools and shared calendars.
• Work efficiently and meet deadlines in both independent and team settings.
• Possess strong customer service and interpersonal skills when interacting with clients, contractors, visitors, and staff.
• Be professional and comfortable acting as a first point of contact for the office.
• Have previous experience in an office or administrative environment.
• Experience in an engineering, construction, laboratory, or professional services environment would be considered an asset.