Introduction
To be considered you MUST complete ALL the following steps or your application will be rejected:
A) Submit your Resume, along with an introduction, by email to our hiring representative Denise at: [email protected]
B) Also submit a short video response with you email, ideally around 2-3 minutes total, answering the three questions below. This does not need to be overly formal or professionally produced - a simple video recorded on your phone or computer is completely fine. We are mainly looking for clear communication, pleasantness, organization, and how you would approach the role.
Questions:
1. This role is often the first voice a client hears when they call Cornerstone. How would you make sure every client feels welcomed, helped, and never brushed off?
2. If a client called looking for someone who was unavailable, how would you handle the call so the client still felt taken care of and confident someone would follow up?
3. There may be slower periods at the front desk when the phones are quiet and there are no urgent tasks. How would you keep yourself productive and useful to the office?
Company Overview
Cornerstone Engineering Ltd. is a full-service Engineering, Procurement, and Construction Management company with over 200 employees. We are dedicated to serving the Oil and Gas industry. In this very competitive business market, we strive to provide extreme customer service and provide our clients with a memorable customer experience with every interaction.
Summary
The Office & Client Service Coordinator is often the first point of contact for clients, visitors, vendors, and employees. This role is responsible for creating a professional, welcoming, and organized office experience for clients, visitors and employees, all while supporting day-to-day administration, meeting coordination, office services, and internal client service functions.
This position combines reception, client service, office coordination, and administrative support. The ideal candidate is polished, organized, reliable, and comfortable representing the company in a professional engineering office environment.
This role would also have tremendous potential for growth within the company for the right candidate.
Cornerstone also has an aggressive bonus program for employees who show the right qualities of fulfilling our corporate mission and vision.
Key Responsibilities
Client & Visitor Experience
- Greet and welcome clients, visitors, vendors, and employees in a professional and friendly manner.
- Present a positive first impression of the company through all in-person, phone, and email interactions.
- Answer and direct incoming phone calls promptly and courteously, including taking messages and transferring calls to the appropriate individuals or departments.
- Respond to general inquiries from clients, visitors, employees, and the public.
- Ensure visitors are properly signed in and directed to the appropriate meeting rooms or staff members.
- Coordinate visitor safety orientations, including emergency procedures and exit information where required.
- Maintain visitor orientation and tracking records.
- Update daily greeting and visitor information boards on each floor so client and staff-facing areas are current and professional each morning.
Office Coordination & Administration
- Manage incoming and outgoing mail, couriers, packages, and deliveries, including timely pickup, drop-off, preparation, and distribution.
- Maintain reception, meeting rooms, kitchenettes, copy areas, supply/storage areas, and other common spaces in a clean, professional, and organized condition.
- Oversee the daily presentation of kitchen and lunchroom areas on all floors, including general tidiness, dishwasher loading and unloading, and replenishment of common supplies.
- Monitor washrooms and other shared amenities during the day and coordinate replenishment of paper products, soap, and related supplies to maintain a professional office standard.
- Ensure office equipment and common-area machines are operating properly, including coffee machines, photocopiers, check-in systems, and related equipment.
- Coordinate service calls and vendor support when equipment or facilities require attention.
- Maintain office supply inventory, track usage, and place orders as required.
- Maintain phone lists, reception procedures, and office administration manuals.
- Assist with filing, photocopying, scanning, data entry, document preparation, and other administrative tasks while maintaining confidentiality and accuracy.
Meeting & Event Support
- Assist with meeting logistics, including calendar bookings, room setup, catering, registration, visitor check-in, and cleanup.
- Support internal company events, client meetings, training sessions, and staff functions.
- Coordinate with building maintenance, vendors, caterers, couriers, and other service providers as needed.
Financial & Office Support
- Provide backup administrative support to the Office Manager and other departments as required.
- Assist with special projects and other office duties as assigned.
Qualifications, Skills & Experience
- Minimum 2 years of customer service or administrative experience.
- Post secondary education in Marketing or Business would be an asset.
- Experience in a professional office environment is preferred.
- Strong customer service skills with a friendly, polished, and professional manner.
- Exceptional verbal and written communication skills.
- Strong organizational skills with the ability to manage multiple priorities.
- High attention to detail and accuracy.
- Self-motivated with a strong work ethic and willingness to take initiative.
- Ability to work independently and remain calm in a fast-paced office environment.
- Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Personal Attributes
- Professional, approachable, and dependable.
- Takes pride in creating a positive office and client experience.
- Understands the importance of confidentiality, discretion, and professionalism.
- Proactive in identifying what needs to be done without waiting to be asked.
- Comfortable dealing with clients, employees, vendors, and senior leadership.
- Positive attitude and contributes to a respectful, collaborative workplace.
Job Types: Full-time, Permanent
Pay: $30.00-$40.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- Vision care
Application question(s):
- Are you presently living in Calgary, Alberta?
- Please confirm you have emailed your resume, cover letter and video response to [email protected] ? Otherwise your application will be rejected.
- Do you have any post secondary education in business or marketing?
Education:
- Secondary School (preferred)
Work Location: In person
