Office Administrator

Job Information

Job Title: Office Administrator
Status: Full-time Permanent Position
Expected Start Date: As soon as possible
Location: Calgary Western Regional Head Office - 530-8th Ave. S.W., Calgary, AB, T2P 3S8
Reporting to: Western Regional Manager (with support to VP, Western Canada)

About McAsphalt

McAsphalt is the industry leader in Canada specializing in asphalt products and services. Founded in 1970 by Leo McArthur and John Carrick, the company has since grown to over 500 employees spanning 26 terminals across Canada. McAsphalt offers a wide range of asphalt products, including emulsions, cutbacks, polymer-modified, performance-graded and roofing, and specialized transportation of those products by rail, land and water. Additionally, McAsphalt provides comprehensive services and technology solutions, encompassing paving, testing, research and development, engineering, and consulting.

Role Purpose

The Office Administrator plays a critical role in enabling the effectiveness of Western regional leadership. This position ensures smooth day to day office operations, accurate reporting, and strong coordination across teams—supporting timely decision making in a fast paced business environment.

This role is ideal for a highly organized, proactive professional who thrives on keeping leaders focused, information accurate, and operations running smoothly.

Key Outcomes & Responsibilities

Executive & Leadership Support

• Enable regional leadership effectiveness through proactive calendar management, meeting coordination, and travel logistics.
• Ensure meetings drive action by preparing agendas and materials, documenting decisions, and tracking follow ups.
• Support seamless leadership travel through accurate planning and itinerary coordination.

Reporting & Performance Enablement
• Produce timely and accurate weekly and monthly sales and operational reports.
• Maintain and update regional KPI dashboards to support performance tracking and leadership visibility.
• Compile and validate data to support analysis, presentations, and decision making.

CRM & Client Administration
• Maintain accurate, up to date client, project, and opportunity records within CRM systems.
• Support pipeline visibility through opportunity tracking and customer data management.
• Organize client documentation, pricing records, and supporting files to ensure accessibility and compliance.

Proposal & Project Support
• Support revenue generating activities by preparing presentations, proposals, and bid documentation.
• Coordinate tender submissions and maintain organized project documentation.

Financial & Administrative Coordination
• Submit and track leadership expense reports accurately and on time.
• Support invoice tracking, purchase orders, and coordination with finance teams.
• Maintain organized records of contracts and administrative documentation.

Office Operations & Coordination
• Ensure smooth office operations through supply management, vendor coordination, and general office administration.
• Act as a reliable point of contact for internal teams, customers, and suppliers on administrative matters.
• Support the planning and coordination of internal meetings, regional events, and client activities.

Cross Functional Communication & Tracking
• Facilitate coordination between sales, operations, finance, and leadership teams.
• Track action items, deadlines, and operational initiatives to support execution and accountability.

Professional Documentation & Standards
• Prepare and format professional documents, spreadsheets, presentations, and templates aligned with corporate standards.

Additional Contributions
• Conduct administrative research to support regional planning and initiatives.
• Contribute to special projects and continuous improvement efforts as required.

Qualifications & Capabilities

• 3+ years of experience in administrative, office, or executive support roles.
• Strong organizational and time management skills, with the ability to manage competing priorities.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Experience with CRM systems is an asset.
• Clear, professional communication skills and sound judgment.
• High attention to detail and ability to work independently in a dynamic environment.
• Positive, energetic, and solutions oriented approach.

Why Join Us

This role offers the opportunity to work closely with senior regional leadership, contribute directly to operational effectiveness, and be part of a collaborative, results focused team.

The MCA Advantage

SAFETY is not a priority, it's a VALUE at McAsphalt. Priorities can change by the minute; our values are set in stone! All of our employees are living the Goal Zero when it comes to safety. Not only do we provide you with the right PPE, we train you on all aspects of your job so you go home safe EVERYDAY! We have a full suite of health and dental BENEFITS and we match 100% of your contribution to your PENSION! We are present coast-to-coast in Canada and are part of the Colas Company family worldwide. We have exponential growth OPPORTUNITIES – just tell us where you want to go. We SUPPORT our employees and their families, in good and bad times, with our Employee Family Assistance Program. Accessible 24/7! Free and confidential – counselling for mental health, financial support, legal consultation, and more. We love to have FUN at work and work together to get the job done.

Please visit our website to learn more!

www.mcasphalt.com

At McAsphalt we work together to build a diverse, equitable, and inclusive culture that encourages, supports, and celebrates the voices of our employees.

How to Apply

Interested candidates are asked to apply immediately by responding directly to this job posting by sending a copy of your resume and cover letter for this position.

Recruiter
Leah McCallum

We thank all applicants for their interest, however, only those applicants selected for interviews will be contacted.

Application Deadline

This position will remain open until suitable candidate found.