Administrative Coordinator Office Services

 Administrative Coordinator Office Services
Location: Calgary Head Office  
Job status: Full Time Permanent
Department: Corporate Administration 

Is this position safety sensitive: No 

Apply today! Application deadline is July 13, 2026 at 11:59pm MST.

At Gibson, we believe our competitive advantage lies in the strength and talents of our employees. That means connecting our employees to rewarding careers, building a high-performance culture where collaboration and creativity are rewarded, and providing real growth opportunities for employees to take on new challenges.  

The Role

Reporting to the VP, Human Resources, the Administrative Coordinator, Office Services provides administrative, reception and office services support to multiple corporate business areas at the Calgary Head Office. This role is an important point of contact for employees, leaders, visitors and vendors, and helps ensure a professional, welcoming and well-supported office environment.

What You Will Do 

• Provide administrative support to members of the Senior Management Team and other corporate business areas, including calendar management, travel coordination, meeting logistics, expense reconciliation, reservations and related administrative requirements.
• Support a professional reception experience by receiving and directing incoming calls, greeting visitors and vendors, and ensuring guests are welcomed and directed appropriately.
• Coordinate day-to-day office services for the Calgary Head Office, including mail and courier services, office supplies, kitchen and common-area support, weekly snack and fruit programs, and general office maintenance requests.
• Maintain effective working relationships with building management, building security, vendors and internal stakeholders to support office operations, access requirements and after-hours or ad hoc office projects.
• Use corporate ticketing and business systems to manage, track and follow up on office service requests, repairs, documentation and reporting requirements.
• Support facilities-related activities, including office moves, restacks, furniture orders, floor plan updates, desk set-up for new hires and desk decommissioning for exiting employees.
• Coordinate visitor and employee access requirements, including temporary access support, visitor cards and related building access processes.
• Assist with Calgary corporate pool vehicle administration, monthly parking program coordination, invoice reconciliation and related records.
• Support corporate event logistics, including room or venue bookings, catering, set-up requirements and coordination with internal stakeholders and vendors.
• Support recruitment activities by assisting with interview scheduling and candidate logistics as required.
• Maintain the business forms and business cards program, including intake, coordination, and production.
• Reconcile, code and process department invoices for payment within the corporate facilities budget, and prepare and distribute sublease tenant invoices as required.
• Provide relief coverage for other Administrative Coordinators as required and contribute to a collaborative administrative support team.
• Demonstrate a personal commitment and proactive approach to Environment, Health and Safety through participation in applicable EH&S programs and compliance with Company policies and procedures.
• Perform other duties as assigned.

What You Will Bring to the Role

• High school diploma is required.
• 2–4+ years of experience in reception, office services, administrative support, facilities coordination or a related corporate office environment.
• Administrative diploma, certificate or related post-secondary coursework is considered an asset.
• Intermediate to advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook and Teams.
• Strong customer service orientation with the ability to communicate professionally and effectively with visitors, vendors, employees and leaders at all levels of the organization.
• Highly organized, detail-oriented and able to manage multiple priorities in a fast-paced, deadline-driven environment.
• Demonstrated ability to work both independently and collaboratively as part of a team.
• Strong written and verbal communication skills, with sound judgment, discretion and professionalism.
• Proactive, resourceful and service-minded, with the ability to anticipate needs, solve problems and follow through on commitments.
• Strong interpersonal skills and the ability to build positive working relationships across the organization.

Working Conditions

• The majority of the work is performed in an office environment at the Calgary Head Office.
• This role requires regular interaction with employees, leaders, visitors, vendors, building management and security.
• The role may involve moving between floors, coordinating office set-ups, handling supplies and supporting office, meeting and event logistics.
• This job is subject to background checks as outlined in Gibson Energy’s Background Checks policy. Background checks may include: employment history verification, reference checks, education and/or credentials verification, credit check and a criminal history check.

Still Interested and Don’t Meet Every Single Requirement? 
We are dedicated to build an authentic and motivating workforce composed of individuals with diverse identities, so if you’re excited about this role but your past experience doesn’t align perfectly with every skill or education requirement described above, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Why You’ll Love Working at Gibson 

For over 70 years, Gibson has been defined by our people — those who seize opportunities and make exceptional customer service a part of everything we do. Working at Gibson is an opportunity to be part of a place where employees feel valued, supported and motivated to do their best work. Here’s what sets us apart: 

• A competitive Total Rewards package that truly values your contributions. 
• Employer contributions to your DC Pension because we believe in your future. 
• Comprehensive health, dental & vision benefits, with industry leading coverage for mental health and family planning — ensuring you and your loved ones thrive. 
• Generous time off to rest, recharge and live life to the fullest.
• An incredible work environment and culture where your career development and advancement are prioritized every step of the way. 
  
  

Gibson Energy Inc. (“Gibson” or the “Company”) is a diversified North American energy infrastructure company headquartered in Calgary, Alberta. They have significant terminal assets, including 25 million barrels of storage and over 300 miles (500 kilometres) of crude pipelines across North America. The company has been providing market access to the oil and gas industry for over 70 years and is publicly traded on the Toronto Stock Exchange (TSX:GEI) with a market capitalization of approximately $4 billion. 

Gibson Energy operates through two main segments: 

1. Infrastructure: This includes terminals, marine loading, rail loading and unloading facilities, gathering pipelines, a diluent recovery unit, and a crude oil processing facility. Key facilities within this segment include the Hardisty, Edmonton, and Ingleside Terminals, as well as gathering pipelines in the United States and a crude oil processing facility in Moose Jaw, Saskatchewan. 
2. Marketing: This involves the purchasing, selling, storing, and optimizing of hydrocarbon products. 
   
   

Gibson Energy has a strong presence in the United States, due to the acquisition of the Gateway Terminal in Ingleside, Texas. This terminal is a world-class liquids terminal and export facility with very large crude carrier (VLCC) capabilities and direct pipeline connections to key basins like the Permian and Eagle Ford. The acquisition strengthens Gibson's cash flow with over 95% of the revenue under take-or-pay contracts with high-quality counterparties. 

Our Values, The Gibson Way 

The Gibson Way is how we succeed together. We believe in the power of both ‘We’ (collectively working together) and “I” (contributing individually) to achieve our shared goals. 

The ‘We & I’ play a very important role in our success!  

• Contribute & Add Value Everyday 
• Keep Our Edge & Be Resilient  
• Stay Focused & Open-Minded 
• Work it Out & Do it Together 
  
  

This is what we are all about and we encourage you to learn more! Click Here: The Gibson Way  

Still Interested and Don’t Meet Every Single Requirement?
We are dedicated to build an authentic and motivating workforce composed of individuals with diverse identities, so if you’re excited about this role but your past experience doesn’t align perfectly with every skill or education requirement described above, we encourage you to apply anyways. You may be just the right candidate for this or other roles. 

For more information, visit www.gibsonenergy.com.