Office Operations Coordinator

Job Title: Office Operations Coordinator

Location: Calgary, AB

Employment Type: Full-time, Permanent

Reports To: Senior Business Development Manager

Are you ready to make a difference in the recycling and waste management industry?

At BluPlanet Recycling, we believe that every team member plays a vital role in shaping a sustainable future. As a recognized leader in Calgary, Alberta’s recycling and waste management industry, we are excited to expand our team of dedicated professionals who share our passion for exceptional service and sustainability. Here, you’ll find a supportive and dynamic workplace culture that not only values your commitment to clients but also empowers you to make a meaningful impact in the community.

This role is ideal for someone who is highly organized, proactive, and enjoys being at the centre of a busy office environment. If you take full ownership of your work, spot problems before anyone asks, and see things through to the finish, we’d love to hear from you.

Why Join Us?

• Competitive Compensation: Starting rate at $55,000.00-$65,000.00/year (negotiable based on experience)
• Comprehensive Benefits: Health, Dental, and Vision coverage, Health Spending Account (HSA), Group Retirement Savings Plan (GRSP), and Profit-sharing Program
• Work-Life Balance: Gym membership reimbursement, paid vacation days and regular work week schedule
• Other Perks: On-site parking and annual bonuses

Position Overview:

Reporting to the Senior Business Development Manager, the Office Operations Coordinator owns the day-to-day administrative, office, and operational functions of the organization. This position is accountable for an organized, welcoming, and efficient office environment and serves as a key point of contact for employees, visitors, vendors, customers, and internal teams.

The position owns office and shop inventory, kitchen operations, reception and phone systems, employee file maintenance, office supplies, vendor coordination, administrative systems, and general office support. The role works closely with Operations, Business Development, IT, HR, Health & Safety, Accounting, and Field teams to ensure smooth daily operations, accurate documentation, timely communication, and effective administrative support.

This role is accountable for the results in every area below, not just the tasks. The Office Operations Coordinator is expected to identify problems, fix them, and improve processes without being asked. Where work is shared with another team, this role owns its part of the outcome from start to finish.

Key Responsibilities:

Office & Administrative Operations

• Own the day-to-day operation and organization of the office, ensuring the workplace is clean, organized, well-stocked, and running efficiently.
• Own office and shop inventory, including general supplies, consumables, equipment, and other operational materials, so critical items never run out.
• Monitor inventory levels and place orders to replenish stock before supplies run low.
• Receive, open, sort, and distribute incoming mail.
• Maintain organized filing systems, both digital and physical.
• Provide administrative support to departments, taking each request through to completion.
• Own the office supply and kitchen budget, tracking spending against budget and flagging variances to leadership. Invoices are forwarded to Accounting for processing.
• Own new employee setup, ensuring every new hire has a workspace, equipment, and supplies ready on their first day.
• Plan and execute office moves and other office-related projects.
• Order supplies for new team members, including laptops, phones, monitors, accessories, business cards, and office materials.
• Own offboarding logistics, including recovering equipment, keys, fobs, and company phones, and confirming with IT that system and phone access has been removed.
• Create and maintain an office procedures manual so core tasks are documented and can be covered during absences.

Reception & Communication

• Own reception and serve as the primary contact for the organization.
• Answer front-of-house inquiries from visitors, customers, vendors, and other contacts and direct them to the appropriate team member.
• Operate and manage the company phone system, including answering calls, taking messages, directing callers, and maintaining phone directories.
• Keep the phone directory and call routing current so calls reach the right person the first time.
• Welcome visitors and maintain a professional and welcoming front-of-house environment, including the visitor sign-in process.

Kitchen & Facility Management

• Own the day-to-day management of the office kitchen and shared areas.
• Complete beginning-of-day and end-of-day kitchen tidying to ensure the space remains clean and organized.
• Manage kitchen inventory and supplies, including food, coffee, beverages, and other consumables.
• Order and replenish kitchen supplies for both front and back areas.
• Monitor and replenish facility supplies such as paper towels, toilet paper, printer paper, ink, and other general consumables.
• Keep the office environment clean, organized, and functional.
• Serve as the main contact for the landlord, building maintenance, and janitorial vendors, and manage keys, access cards, and alarm codes.
• Partner with the Health & Safety Coordinator on office-related safety requirements, including keeping first aid kits stocked and the office floor plan and emergency contact list current.

IT, Phone Systems & Vendor Coordination

• Own computer and equipment ordering and setup, working with IT vendors as needed.
• Manage phone plans, phone directories, and related updates.
• Provide first-level network and IT troubleshooting and coordinate with IT vendors as needed.
• Manage and maintain vendor platforms, including ComplyWorks, VendorPM, Vendor Café, Navusoft, and other systems as required.
• Own printer maintenance and the ordering of ink, paper, and other supplies.
• Manage relationships with external vendors and service providers for office operations, holding them to agreed service levels.
• Track software licences, subscriptions, and user accounts across company platforms, and flag upcoming renewals.

Employee Files & Confidential Information

• Maintain and organize employee files and related documentation in accordance with company procedures.
• Handle confidential employee information with discretion and maintain appropriate confidentiality at all times.
• Ensure employee documentation is filed accurately and kept up to date.
• Own the administrative side of onboarding and employee records.
• Partner with HR and management: HR owns employee policies and decisions, and this role owns the accuracy and completeness of employee files.
• Follow records retention requirements and Alberta privacy legislation (PIPA) for employee and customer records.

Contracts, Documentation & Reporting

• Scan, upload, and manage municipal tickets and documentation.
• Transfer contracts and contract numbers from Trux to Navusoft.
• Upload contract renewals into Navusoft.
• Own contract renewals, ensuring no renewal is missed.
• Maintain organized documentation and filing systems.
• Manage and distribute insurance certificates.
• Own diversion reporting, ensuring it is accurate, complete, and submitted on time.
• Generate, format, and distribute monthly tonnage reports to customers on schedule.

Programs, New Accounts & Process Improvements

• Process account and service updates from the Sales Pipeline into Navusoft, including new accounts, service changes, cancellations, and last-minute updates, and own the accuracy of Navusoft account records.
• Own the processing and scheduling of new program setups, working from Business Development’s sales handoff.
• Partner with Business Development on program improvements, and own the administrative changes needed to deliver them.
• Create, maintain, and communicate supporting documentation for new programs and service improvements for field staff.
• Complete service changes in Navusoft in alignment with the sales pipeline and required site documentation.
• Identify and implement improvements to office and administrative processes across all areas of this role.

Additional Administrative & Office Support

• Maintain signage inventory and coordinate signage ordering through Yola / Little Rock.
• Manage business card inventory and ordering.
• Maintain refill station supply ordering.
• Track and update municipal and large HOA house counts monthly and reflect revenue changes in the sales pipeline.
• Manage milestone and birthday recognition programs.
• Plan and coordinate company events and meetings, including catering, room bookings, and logistics.
• Manage courier and shipping needs.
• Take on additional responsibilities and projects as required to support the organization.

What Success Looks Like:

• The office, kitchen, and shop stay stocked, with no stockouts of critical supplies.
• Every new hire has a workspace, equipment, and supplies ready on day one.
• Navusoft account and service changes are entered accurately within one business day.
• Monthly tonnage and diversion reports go out accurately and on schedule.
• No contract renewal, insurance certificate, or vendor platform deadline is missed.
• Office and kitchen spending stays within budget.
• Core office processes are documented so the office runs smoothly during absences.

Job Requirements:

• Previous experience in an office management, office administration, administrative coordination, or operations support role is strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy in data entry, documentation, and record keeping.
• Experience managing office supplies, inventory, vendors, or facilities is an asset.
• Strong communication and interpersonal skills, both written and verbal.
• Professional and welcoming approach when dealing with employees, customers, vendors, and visitors.
• Ability to handle confidential employee information with discretion and professionalism.
• Comfortable working across multiple systems, software platforms, and administrative tools.
• Proficiency with standard office software and administrative systems.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong problem-solving skills and a track record of taking initiative and owning outcomes from start to finish.
• Ability to adapt quickly to changing priorities and operational requirements.
• Ability to work 100% in person, Monday to Friday from 7:00 a.m. to 3:00 p.m.

*** Please note that this job description is not exhaustive and may be subject to change.

At BluPlanet Recycling, we are an inclusive and diverse team with an entrepreneurial spirit. Accountability, Safety, and Care are fundamental to our culture and our operations. As an equal opportunity employer, we encourage all qualified applicants to apply, to help us build a diverse workforce that reflects the communities where we live and work.

Must be legally authorized to work in Canada. BluPlanet Recycling is unable to assist candidates in obtaining Canadian work authorization.