Administrative Services Lead

Please submit your application using the “Apply Now” link in any of the postings below that are of interest to you. Applications received in this manner will be reviewed directly by the hiring team for the posting.

Due to the volume of applications we receive, only candidates who are selected for further screening will be contacted.

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…