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The Office Administrator manages day-to-day operations, including supply management, event planning, administrative tasks, and vendor liaison for a technical office.
Black Duck Software, Inc. helps organizations build secure, high-quality software, minimizing risks while maximizing speed and productivity. Black Duck, a recognized pioneer in application security, provides SAST, SCA, and DAST solutions that enable teams to quickly find and fix vulnerabilities and defects in proprietary code, open source components, and application behavior. With a combination of industry-leading tools, services, and expertise, only Black Duck helps organizations maximize security and quality in DevSecOps and throughout the software development life cycle.
Job Title: Office Administrator
Location: Calgary
Reports To: Site Lead
Position Overview
Black Duck is a software company that is looking for an office administrator to join their Calgary office. This is an office full of technical people like software engineers, IT engineers and technical support. They are a fun bunch that appreciate things like Star Wars and board games.
The Office Administrator is responsible for managing the day-to-day operations of Black Duck’s Calgary office, ensuring a professional, organized, and welcoming environment. This role includes office supply management, event planning, office aesthetics, administrative tasks, and acting as a liaison with building management and vendors. This is an in-office position that will require you to be in the office 5 days a week.
At the end of the day, we are looking for someone that will make our employees want to come into the office because the environment is well-organized, inviting and fun. You will know you have been successful when our employees are coming into the office more, are engaged with events you run and are feeling well cared for and supported.
Key Responsibilities:
Office Supply Management
• Manage snacks, drinks, coffee, Bevi machine, and fruit supplies with our vendor.
• Order and organize stationery, tissues, batteries, and other office essentials.
• Distribute Black Duck SWAG (hats, t-shirts, etc.).
Event Planning & Execution
• Plan and execute yearly office events, including summer and Christmas parties.
• Organize monthly events (decorations, food orders, event coordination).
• Provide on-site support for visiting employee summits (meeting rooms, temporary badges).
• Assist Site Leader with yearly programming contest (CCPC) planning and execution
• Support recruiting events (career fairs, info sessions, CCPC).
• Book restaurants for interview candidate lunches, team lunches, and other events.
• Arrange team-building activities and bookings.
Office Look & Feel
• Maintain a clean and tidy kitchen area.
• Decorate office for holidays and seasonal themes.
• Organize and maintain storage rooms.
• Coordinate hanging of posters and artwork.
• Print and display desk wayfinding signage for employee desk assignments.
Office Administration
• Manage employee badges and access.
• Retrieve and distribute mail.
• Support onboarding of new employees (badges, desk setup, etc.).
• Answer doorbell and greet visitors.
Building & Vendor On-Site Contact
• Act as the primary contact for building management and vendors.
• Coordinate building requests (PAD testing, Fire Marshall and First Aider courses).
• Schedule and oversee office repairs with contractors.
• Meet contractors on-site and monitor work.
• Coordinate Black Duck signage with building management.
Qualifications:
• Minimum 3 years of experience in office administration or similar role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency using computers and computer software.
• Proficiency in MS Office Suite and office management tools.
• Ability to handle confidential information with discretion.
Preferred Skills
• Event planning experience.
• Familiarity with vendor management and building operations.
Education
• High school diploma or equivalent (Bachelor’s degree preferred).
Pay Range
$46,400—$58,000 CAD
Black Duck considers all applicants for employment without regard to race, color, religion, sex, gender preference, national origin, age, disability, or status as a Covered Veteran in accordance with federal law. In addition, Black Duck complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it maintains facilities. Black Duck also provides reasonable accommodation to individuals with a disability in accordance with applicable laws.
Top Skills
Ms Office Suite
Office Management Tools
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