Office - Receptionist & Events Coordinator

Job Description

The Receptionist & Events Coordinator is an office-based, front desk position that will support day-to-day operations and coordinate internal and external events with proactivity, organization, and enthusiasm! The ideal candidate will ensure the smooth running of our office while delivering well-executed events that enhance team engagement and brand presence.

• Act as the first point of contact for office-related queries.
• Manage office supplies inventory and place orders as needed.
• Maintain office cleanliness, organization, and upkeep in coordination with facility services.
• Greet clients, suppliers, and visitors to the office in a professional and positive manner.
• Answer the main phone line and direct all incoming calls to appropriate personnel.
• Manage incoming and outgoing mail and packages.
• Organize and schedule meetings and document detailed meeting minutes for distribution in a timely manner.
• Reconcile and submit expense reports.
• Help with booking travel arrangements for management and operations teams.
• Maintain boardrooms, set up for meetings and organize lunches as requested.
• Liaise with building management to request and manage access swipe cards, company parking stalls, and general office maintenance requests.
• Provide general administrative support to staff and leadership as needed.

• Plan, organize, and execute internal events (team‑building activities, staff celebrations, etc.).
• Liaise with venues, caterers, and suppliers to ensure seamless event execution.
• Create event collateral (e.g., invites, signage) in collaboration with the marketing team.
• Monitor feedback and make recommendations for improving future events.

• Act as a point of contact for all office facilities‑related issues and service requests.
• Assist the Office Manager in coordinating with vendors, building management, and contractors to address maintenance and repair needs.
• Ensure offices are safe, organized, and adequately stocked with supplies and equipment.
• Assist Office Manager in supporting office space planning, seating assignments, and employee moves.
• Conduct regular facility inspections to ensure cleanliness, safety, and security.
• Assist with access control, key distribution, and security systems.
• Aid Office Manager with overseeing and managing staff housing including but not limited to:
• Maintaining an inventory of housing assets and ensuring upkeep of accommodations.
• Serving as a point of contact for housing‑related issues or concerns.

• Proven experience in office administration and event coordination.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Ability to work both independently and collaboratively.
• Proficiency in Microsoft Office Suite and other administrative tools (e.g., Google Workspace, event platforms).
• Strong attention to detail, demonstrated problem‑solving skills, and a proactive approach to taking initiative.

• Creative and energetic personality with a “can‑do” attitude that shows initiative.
• Experience in a fast‑paced, dynamic environment.
• Willingness and availability to work outside regular office hours as needed.

This is an office-based, front desk position with the occasional work site visits when required.

Beyond Energy Services and Technology began in Canada in December 2015 and is a Managed Pressure Drilling (MPD) leader with a mission to provide sustainable, innovative, and best‑in‑class MPD solutions to our customers. Our diverse experience and focus on innovative and inventive technologies allow us to remain on top of our game and reduce our customer’s non‑productive time, save money, and ensure safe operations.

Today, with headquarters in Calgary, Alberta, and in The Woodlands, Texas, our team comprises nearly 300 dedicated employees.

Beyond is an exciting place to learn and grow both personally and professionally. We pride ourselves on our values and culture.

We believe in the importance of keeping people, communities, and the environment safe. We commit and deliver on our promises. We’ve…