Administrative Services Lead (2026021275)
Overview
Thurber has an exciting opportunity for an Administrative Services Lead to join our team in Calgary, Alberta.
Thurber provides geotechnical, environmental, and construction materials engineering and testing services for a variety of industries across Canada. Our multidisciplinary expertise allows us to work on problems related to earth, the environment, and construction materials. We solve problems in a wide variety of industries including transportation, building construction, municipal infrastructure, land development, dams and water resources, industrial development, mining, oil and gas, marine, and environmental services.
General Role
- Own the day-to-day administration and office operations for a ~100-person workplace, ensuring the office runs smoothly, safely, and professionally.
- Lead and coordinate office services (facilities, reception, supplies, vendors, IT coordination, and internal communications), while supporting people operations (onboarding, basic HR administration, and staff experience).
Responsibilities
Office operations and service delivery:
o Maintain efficient office systems for reception, mail/couriers, meeting rooms, office organization, and document/control practices.
o Ensure office supply purchasing, inventory control, and cost-effective ordering.
o Act as the escalation point for day-to-day troubleshooting and service issues impacting staff productivity.
o Track all office assets (laptops/monitors/phones, furniture, keys/cards, PPE, specialized gear) with check-in/out and refresh cycles.
People leadership and administration:
o Supervise, coach, and develop administrative staff; assign priorities, set expectations, and support performance management.
o Build strong working relationships with staff and the management team; model professionalism, discretion, and service mindset.
Onboarding, HR admin and staff support:
o Coordinate onboarding for new hires (workspace setup, access, orientation logistics) with HR, IT, payroll, and safety leads.
o Support administrative HR tasks such as coordinating training, tracking compliance items, and maintaining accurate records.
o Handle employee payroll/benefit inquiries and direct issues to the appropriate corporate/support teams as needed.
Facilities, space planning and security:
o Coordinate office moves/adds/changes, furnishings, workstations, and new employee setups to maintain an effective and welcoming workspace.
o Manage building access/security administration (keys/cards, access lists, equipment and related processes).
o Oversee facility maintenance needs and service requests; liaise with building management and contractors (HVAC, repairs, janitorial).
o Manage the lease relationship (or liaison): service tickets, access rules, after-hours HVAC, renovations, landlord communications.
o Plan and deliver small projects (minor renos, reconfigurations, furniture procurement) with schedules, budgets, and disruption plans.
o Ergonomics program coordination (assessments, sit/stand requests, accommodation logistics where appropriate).
Vendor, contract and budget management:
o Source, negotiate, and manage vendor contracts and service levels (telecom, office equipment, facilities providers, etc.) with the assistance and/or guidance of the corporate Purchasing Manager.
o Monitor and approve office-related invoices; track recurring costs and support branch budget planning and forecasting in alignment with corporate directives.
o Maintain current contact/vendor information in relevant internal systems.
o Monitor and reconcile recurring vendor spend; flag overages early and lead cost-reduction initiatives.
IT and communications coordination:
o Coordinate local IT support needs, equipment provisioning, and office technology readiness with internal IT or external providers.
o Administer office phone/mobile accounts and related equipment changes/additions; track and review communication invoices.
o Lead internal office communications (announcements, outages, renovations, policy changes) with clear timelines and impacts.
Health, safety and compliance support:
o Support the branch safety program (training coordination, communications, records, and reporting as required).
o Help ensure the office remains compliant with applicable safety requirements and internal standards.
Meetings, events, and travel:
o Plan and coordinate staff meetings, training sessions, and office events. Coordinate staff events strategically (onboarding welcome, recognition, social activities) aligned to culture and budget in collaboration with the internal social committee.
o Support business travel arrangements and logistics for staff as required.
Document production support (as applicable):
o Provide administrative support for proposals/reports (formatting, coordination, quality checks) and maintain practical tracking tools/sheets to keep workflows organized.
Qualifications and Assets
- 5+ years progressive office administration experience, including leadership or senior coordination in a multi-team office environment.
- Graduate of an Administrative Assistant program an asset.
- Service-oriented leadership, excellent judgment, and high discretion with sensitive information.
- Strong organization, attention to detail, and ability to manage multiple deadlines without dropping critical items.
- Clear communicator who can coordinate across departments (HR, IT, finance, safety, leadership) and drive issues to resolution.
- Proficiency in MS Office (MS Excel, MS Word and MS PowerPoint, in particular).
- Demonstrated experience managing vendors, facilities coordination, and competing priorities in a fast-paced setting.
- Excellent communication skills and customer service.
- Self-starter and team player with a positive attitude.
Base Salary Range
- $70,000 - $85,000 per year, based on a 40-hour work week.
- The posted wage range for this position represents the range for the experience and qualifications noted in this posting.
- The offered wage may be adjusted upward for candidates whose qualifications and experience exceed those expressed in this posting.
- Candidates with less experience and qualifications may be considered at a reduced starting wage.
What we offer
Upon joining Thurber Engineering you'll be welcomed into a casual, inclusive and professional office environment where open communication is valued at all levels. We're eager to help our team reach their potential, which is why many of our team members spend much of their career with us! Here are the benefits of working for us in Calgary:
- Convenient Calgary location with quick access to major routes and nearby public transit.
- Close to shopping, services, and dining for easy lunch runs and errands.
- Ample on-site and nearby parking available.
- Bright, modern office environment with well-equipped workspaces and meeting areas.
- Friendly, supportive team culture with a collaborative, welcoming atmosphere.
- Our culture is respectful, collaborative, inclusive, and fun.
- We provide health and dental coverage, a healthcare spending account, RRSP matching, and an Employee and Family assistance program with 24/7 support online or over the phone.
About Thurber
Thurber Engineering Ltd. provides environmental, geotechnical, and materials engineering and testing services. A Canadian-owned company since 1957, we are consistently recognized for the quality of our work, the knowledge of our people, and for conducting our business with integrity.
Our team continues to grow as we build our reputation by working closely with our clients to provide timely, high-value solutions and technical support. Thurber is wholly owned by our senior employees and operates from British Columbia, Alberta, Saskatchewan, and Ontario.
At Thurber, we know that our success can be attributed to the hard working, innovative group of people who come in every day ready and excited to take on new challenges and solve problems. We seek out team members who work hard, innovate, and operate with integrity. Our regional diversity gives us specialized knowledge of the various and complex geological and environmental conditions across Canada.
Our Purpose:
To make a difference for people.
Our Values:
Passion:
We're driven to deliver our best and inspire others.
Quality:
We're committed to providing our clients with a quality experience, in both service and product.
Caring:
We show kindness and concern for others, the environment, and the industry.
Together:
We make a difference for people by working with passion, quality, and care - together.
Don't miss out on this amazing opportunity to work for a remarkable organization that takes pride in its employees - apply today!