Receptionist/Facilities Assistant (Fixed Term)

 Receptionist/Facilities Assistant (Fixed Term)
Location: Calgary Head Office  
Job status: Full Time Fixed Term
Department: Corporate Facilities 

Is this position safety sensitive: No 

What it’s like to Work Here
At Gibson Energy, we are powered by the diverse, skilled and innovative talent of our employees to ensure safe and responsible operations. Employees take pride in being a trusted member of our communities where we live, work and play to create a positive impact. It’s our people that make coming to work everyday enjoyable – sharing success together along the way.
 
The Gibson Way
Attracting and retaining the right people is key to our business strategy. For 70 years, Gibson Energy has been defined by people who seize opportunities and make exceptional customer service a part of everything we do.
  
The Business doesn’t successfully operate without ‘we’ collectively working together and ‘I’ contributing individually to achieve our goals. Transitioning from words on the wall to actionable values, provides a daily anchor for our colleagues and teammates to kick start their day with energy. By staying true to our values, we will continue to build a powerful presence in the industry, navigate change more successfully, and dominate our competition!
 
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

Please note: this role will be covering a 1 year leave of absence and is not benefit-eligible. 

Interested?
The Facilities Assistant is responsible for providing administrative and operational support for the Corporate Administration/Facilities group. There is a strong emphasis on a customer-service based approach in this role. 

What You'll Be Doing 

• Receives and directs all incoming phone calls to the Calgary head office.
• Greets, assists, and directs all visitors/vendors arriving at the office.
• Manages Mail and Couriers including mail pick up/delivery, mail sorting and coordinates all incoming and outgoing couriers and invoice reconciliation of the same.
• Utilizes corporate ticketing systems for workflow management and tracking of requests/repairs.
• Assists with corporate fleet services.
• Assists with restacks, furniture orders and maintains floor plan.
• Sets-up/decommissions new hires and exiting employees.
• Completes general kitchen/office clean up and maintenance for each floor of the Calgary Head Office.
• Coordinates with building security for after hour projects.
• Maintains monthly parking statistics, reconciliation of invoices and parking access card listing.
• Maintains Business Forms/Cards program inclusive of form conception, production through to user access and invoice reconciliation of same.
• Reconciles and codes all department invoices.
• Prepares and distributes sublease tenant invoices.
• Provides relief in the absence of other Facilities Assistants as required.
• Utilizes business systems to produce and maintain essential documents and reports.
• Demonstrates a personal commitment and proactive approach to Environment, Health & Safety (EH&S) through participation in all applicable EH&S programs and ensures safe operation of the branch, team or unit and compliance with all Company EH&S policies and procedures. 
• May perform other duties as assigned. 

What You'll Bring

• High School Diploma
• 1+ years reception/office service and/or facility management experience.
• Administrative Diploma/Certificate or secondary courses would be a definite asset.
• Intermediate knowledge and proficiency of Microsoft Office software programs (Word, Excel, Outlook, Internet Explorer).
• Strong customer service focus and the ability to communicate effectively with all levels of staff in the organization.
• Ability to work in a team environment.
• Ability to work under pressure in a deadline driven environment.
• Strong oral and written communication skills with proven ability to relate to employees at all levels.
• Good organizational and interpersonal skills.
• Demonstrated attention to detail.

Working Conditions

• 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, driver's license verification, credit check and a criminal history check.
• The majority of the work is performed in an office environment.
• This position is not eligible for Gibson's hybrid work schedule. There is a requirement to be in the office 5 days a week.