Front Desk Coordinator

About the Opportunity

Our Calgary branch is looking to add an enthusiastic Front Desk Coordinator to help support our energetic office. Do you like a variety of tasks throughout your day? Are you able to pivot in the face of changing priorities? If organization is your mainstay, you are energized by working in a collaborative environment, and you have a strong MS Office skill set, let’s connect!

More specifically, as a Front Desk Coordinator, some of your key responsibilities will be:

• First Impressions – Create a welcoming space for clients, guests, and staff, and arrange onboarding for new colleagues.
• Office Coordination – Order and restock general office and field supplies; keep common areas tidy, maintained, and organized; coordinate outgoing mail and courier service; FOB and security system maintenance; and general office maintenance and organization.
• Support Meetings – Day-to-day meeting support such as coordinating and ordering lunches, ensuring boardrooms are tidy and stocked, set up and take down as needed.
• Financial Coordination – Facilitate accounting processes such as, but not limited to, Visa management, bank deposits, invoice coding and processing, and support good business acumen.
• Events and Staff Functions – Assist in coordinating a variety of events, book meeting rooms, event set up and take down as needed, coordinate catering requests, and manage swag inventory, assembly, and packaging.
• Other administrative duties, office support tasks, and errands as required.

About You

Are you proactive, motivated, and eager to learn new things and provide outstanding service to our internal teams and external clients? Our ideal candidate is someone who is looking to start their career with up to 2 years of experience or equivalent education/experience in office administration or a related field.

The core skills that will help you succeed here include:

• High Quality and Detail Oriented – You take personal pride in delivering outstanding quality work for project leaders and team members. You follow accounting and administrative processes accurately and meet business deadlines.
• Service Mindset – You value and deliver high-quality, innovative service to all colleagues, clients, and guests.
• Flexible and Adaptable – You embrace the ambiguity of “…other duties as assigned” and demonstrate a creative and positive approach to problem solving and are not rattled by interruption or changes in plans.
• Collaborative – You encourage cooperation, collaboration, and partnerships.  You build positive relationships, seek to understand with a curious and caring mindset, and can weave the ideas and needs of team members into a cohesive plan.
• Energized – You are personable and consistently demonstrate an approachable and inviting attitude and handle demanding workloads, competing demands, distractions, and interruptions with professionalism and ease.  
• Critical Thinker – You analyze information objectively and make informed decisions. You consider diverse perspectives and effectively solve complex problems through logical reasoning.
• Technically Proficient – You accurately follow accounting and administrative processes and meet business deadlines. You have experience with all Microsoft Office programs, with sophisticated knowledge of Word, PowerPoint, and Excel.

About Us

Urban Systems is an employee-owned interdisciplinary community consulting firm with deep Canadian roots. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple stakeholders? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $48,000.00 - $53,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge and spend time with loved ones. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and Grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, inter-disciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions to an RRSP or TFSA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including generous top-up for parental leave.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

How to Apply

If this describes your background, skills and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn’t describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

Urban Systems is an equal opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life, and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities.

Deadline for applications: Tuesday, May 21, 2024 at 9:00 am MST