Office Administrative Assistant

Position Overview

Northern Crescent is a Calgary-based, multi-discipline engineering firm delivering full project lifecycle services in pipeline, facility, and industrial sectors. We’re seeking a polished and initiative-taking Office Administrative Assistant to support our operations team, serve as the first point of contact for clients and staff, and uphold the efficiency and professionalism that underpins our reputation in engineering excellence.

Key Responsibilities

· Greet visitors and direct them to the appropriate personnel or department.

· Answer, screen, and forward incoming phone calls in a professional manner.

· Manage correspondence, including emails, mail, and courier packages.

· Schedule meetings, appointments, and maintain calendars for management and staff.

· Prepare and distribute memos, letters, reports, and other documents as required.

· General office management duties, including ordering of office supplies and liaising with building maintenance, as required

· Assist with organizing company events, meetings, and travel arrangements.

· Perform data entry, update records, and manage filing systems (both electronic and paper).

· Support the entry, approval, and coding of invoices.

· Ensure all monthly timesheets and expenditures are captured accurately and prepare accruals

· Assist with maintaining supplier reconciliations, invoice matching with POs and payments, and follow up with suppliers to resolve discrepancies.

· Support with processing payments to vendors

· Liaise with external stakeholders, such as suppliers, contractors, and regulatory bodies, to support project-related administrative needs

· Support with onboarding documentation and administrative compliance.

· Ensure the reception area and office spaces are tidy and organized.

· Provide general administrative support to staff and management as required.

· Perform other duties as required to support leadership and overall office operations, demonstrating flexibility and a willingness to contribute wherever needed.

Qualifications & Skills

· Post-secondary education in office administration or related field.

· Minimum of 2-5 years of experience in office management or executive assistance, ideally in an engineering, or small business setting.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint and basic accounting software.

· Strong written and verbal communication skills (verbal and written).

· Excellent organizational and time-management abilities.

· Ability to work independently in a smaller office with minimal supervision.

· Discretion and professionalism when handling sensitive information.

· Attention to detail and accuracy in all tasks.

· Professional, friendly, and adaptable attitude.

· Experience with office equipment, such as printers and photocopiers

Working Conditions

· Full-time or part-time hours, typically Monday to Friday.

· Office environment, with occasional requirements to lift and move office supplies (up to 10 kg).

· Interaction with staff, clients, and external vendors.

· Opportunities for professional development and career advancement.

Why Work for Northern Crescent

At Northern Crescent, we take pride in combining technical excellence with a people-first culture. Our team is made up of skilled professionals who value collaboration, integrity, and innovation in every project we take on. We believe that great work begins with supporting the people who make it possible — which is why we offer comprehensive health, dental, and wellness benefits, along with opportunities for professional development and career growth.

You’ll be part of a close-knit, multidisciplinary team that values respect, work-life balance, and a shared commitment to delivering quality results for our clients. At Northern Crescent, you’re not just joining a company — you’re joining a team that invests in your success and values your contribution every step of the way.

Application Process

Interested candidates are invited to submit a résumé and cover letter detailing relevant experience and qualifications. Only shortlisted candidates will be contacted for interviews.

This job description reflects the core duties and expectations for the Office Administrative Assistant role. Responsibilities may be adjusted to meet the evolving needs of the organization.

Job Types: Full-time, Permanent

Pay: $22.00-$26.00 per hour

Expected hours: 40 per week

Benefits:

- Dental care

- Extended health care

- Paid time off

Experience:

- Office Administration: 2 years (required)

- data entry, update records, and manage filing systems : 2 years (preferred)

- maintain calendars for management and staff: 2 years (preferred)

- entry, approval, and coding of invoices: 1 year (preferred)

- Support with processing payments to vendors: 1 year (preferred)

- tracking monthly timesheets and expenditures: 1 year (preferred)

Location:

- Calgary, AB (required)

Work Location: In person