Office - Receptionist & Events Coordinator

Job Description

The

Receptionist & Events Coordinator

is an office-based, front desk position that will support day-to-day operations and coordinate internal and external events with proactivity, organization, and enthusiasm! The ideal candidate will ensure the smooth running of our office while delivering well-executed events that enhance team engagement and brand presence.

Key Responsibilities Office Administration

- Act as the first point of contact for office-related queries.

- Manage office supplies inventory and place orders as needed.

- Maintain office cleanliness, organization, and upkeep in coordination with facility services.

- Greet clients, suppliers, and visitors to the office in a professional and positive manner.

- Answer the main phone line and direct all incoming calls to appropriate personnel, acting as the main point of contact for internal employees and external clients, ensuring timely response to all inquiries.

- Manage incoming and outgoing mail and packages.

- Organize and schedule meetings and document detailed meeting minutes for distribution in a timely manner.

- Reconciliation and submission of expense reports.

- Help with booking travel arrangements for management and operations teams.

- Maintain boardrooms, set up for meetings, and organize lunches as requested.

- Liaise with building management to request and manage access swipe cards, company parking stalls, and general office maintenance requests.

- Provide general administrative support to staff and leadership as needed.

Event Coordination

- Plan, organize, and execute internal events (team-building activities, staff celebrations, etc.).

- Liaise with venues, caterers, and suppliers to ensure seamless event execution.

- Create event collateral (e.g., invites, signage) in collaboration with the marketing team.

- Monitor feedback and make recommendations for improving future events.

Facilities Management Coordination

- Act as a point of contact for all office facilities-related issues and service requests.

- Assisting the Office Manager in coordinating with vendors, building management, and contractors to address maintenance and repair needs.

- Ensure offices are safe, organized, and adequately stocked with supplies and equipment.

- Assisting Office Manager in supporting office space planning, seating assignments, and employee moves.

- Conduct regular facility inspections to ensure cleanliness, safety, and security.

- Assist with access control, key distribution, and security systems.

- Aid Office Manager with overseeing and managing staff housing including but not limited to:

- Maintaining an inventory of housing assets and ensuring upkeep of accommodations.

- Serving as a point of contact for housing-related issues or concerns.

Required Qualifications

- Proven experience in office administration and event coordination.

- Excellent organizational and multitasking skills.

- Strong communication and interpersonal abilities.

- Ability to work both independently and collaboratively.

- Proficiency in Microsoft Office Suite and other administrative tools (e.g., Google Workspace, event platforms).

- Strong attention to detail, demonstrated problem-solving skills, and a proactive approach to taking initiative.

Preferred Qualifications

- Creative and energetic personality with a “can-do” attitude that shows initiative.

- Experience in a fast-paced, dynamic environment.

- Willingness and availability to work outside regular office hours as needed.

This is an office-based, front desk position with the occasional work site visits when required.

Who’s B.E.S.T?

Beyond Energy Services and Technology began in Canada in December 2015 and is a Managed Pressure Drilling (MPD) leader with a mission to provide sustainable, innovative, and best-in-class MPD solutions to our customers. Our diverse experience and focus on innovative and inventive technologies allow us to remain on top of our game and reduce our customer's non-productive time, save money, and ensure safe operations. Today, with headquarters in Calgary, Alberta, and in The Woodlands, Texas, our team comprises nearly 300 dedicated employees

Why Beyond?

Beyond is an exciting place to learn and grow both personally and professionally. We pride ourselves on our values and culture

Values

We believe in the importance of keeping people, communities, and the environment safe. We commit and deliver on our promises. We’ve built and continue to build a workplace that empowers equality, diversity, innovation, and belonging. Together we achieve results that allow us to exceed expectations

Culture

We foster a positive and inclusive work environment where everyone feels valued, motivated, and engaged. We achieve this with:

- Strong leaders who lead by example and demonstrate integrity

- Prioritizing employee development and growth with regular feedback and coaching

- Generous benefits to help our team members manage their personal and professional commitments for themselves and their families

- Acknowledgment and celebration of your contributions and achievements

- Working together to support each other’s success, to create camaraderie and strong collaboration between teams

Beyond is an equal opportunity employer and we encourage all qualified individuals to apply!