Office Administrator/Scheduling Coordinator

55-60K

Calgary, AB

*Please note, this is an in-office position

About Atwell Talent

Atwell Talent is a National Recruitment Agency that specializes in connecting top talent with exceptional companies across Canada. We focus on permanent recruitment offering full-cycle support from the first hello to the final handshake.

Our mission is simple: to make hiring feel less like a chore and more like a game-changer. With our expertise in recruitment and a knack for finding those hidden gems, we aim to elevate your recruitment experience and help you build teams that thrive. Whether you’re an employer looking to grow your dream team or a candidate ready for the next chapter, we’re here to make it happen.

About our client.

Our client has been a trusted name in the plumbing industry for over 40 years. They serve Calgary and the surrounding areas.

Position Summary

Our client is seeking a highly organized and detail-oriented Office Administrator/Scheduling Coordinator to support the day-to-day coordination of field operations.

This role acts as the central hub between the office, field crews, builders, and project teams. The successful candidate will be responsible for maintaining accurate schedules, coordinating inspections and job readiness, and ensuring that field teams have the information they need to stay productive.

This is a fast-paced role that requires strong attention to detail, calm problem-solving, and the ability to manage frequent schedule changes while maintaining clear communication with multiple stakeholders.

Scheduling & Coordination

·       Manage daily and weekly scheduling for field crews

·       Coordinate inspections and ensure jobs are prepared and ready for work

·       Monitor upcoming schedules and proactively adjust for delays, changes, or conflicts

·       Ensure crews are dispatched to the correct job sites with accurate information

·       Maintain up-to-date scheduling records and documentation

Communication & Operations Support

·       Act as a central point of communication between office staff, field crews, builders, and project managers

·       Communicate schedule updates, changes, and priorities clearly and promptly

·       Track and log communications related to scheduling and job coordination

·       Escalate potential conflicts, delays, or risks with proposed solutions

Administrative & Office Support

·       Maintain organized documentation and scheduling systems

·       Ensure accurate data entry and record keeping

·       Support operational workflows and administrative processes

·       Assist the operations team with coordination and office tasks as required

Qualifications

·       Previous experience in office administration, scheduling, dispatch, or coordination

·       Experience in construction, mechanical trades, or service environments considered a strong asset

·       Comfortable working in a fast-paced, high-volume environment

·       Strong organizational and time management skills

·       High level of accuracy and attention to detail

·       Proficiency with scheduling tools, calendars, and office software

·       Strong written and verbal communication skills

·       Exceptional attention to detail

·       Calm and logical problem solving

·       Ability to manage multiple priorities under pressure

·       Professional and confident communication

·       Strong organizational discipline

·       Ability to set and maintain clear processes and boundaries

The ideal candidate is someone who:

·       Thrives in structured, fast-moving environments

·       Takes pride in maintaining organized systems and accurate schedules

·       Communicates clearly and professionally with both field teams and clients

·       Remains calm and solutions-focused when plans change

Corporate Paralegal

70-100K

North Vancouver, BC

About Atwell Talent

Atwell Talent is a National Recruitment Agency that specializes in connecting top talent with exceptional companies across Canada. We focus on permanent recruitment offering full-cycle support from the first hello to the final handshake.

Our mission is simple: to make hiring feel less like a chore and more like a game-changer. With our expertise in recruitment and a knack for finding those hidden gems, we aim to elevate your recruitment experience and help you build teams that thrive. Whether you’re an employer looking to grow your dream team or a candidate ready for the next chapter, we’re here to make it happen.

About our client

Our client is a North Shore based law firm with a long-standing history. They are known for innovation and practicing law differently.

Position Summary and Expectations

• Experience: You’ve worked in corporate law for a while (preferably 5+ years) and know your way around everything from BC and Federal incorporations and registrations, purchases and sales of businesses to complicated reorganizations involving share freezes, exchanges, roll-overs and family trusts - and everything in between.

• Organizational Skills: High volume? No problem. You can keep track of all the moving pieces, including BF’s and billing, and make sure nothing falls through the cracks.

• Communication: Communication isn’t just important,it’s everything. Whether its’s communicating with lawyers, clients or other team members, being responsive and proactive and knowing when to ask questions is a key part of success here.

• Adaptability: Things change fast and you are comfortable shifting gears without missing a beat.

• Team Player Mentality: They work collaboratively so you need to be someone who jumps in and helps out wherever needed and can work with a variety of different people and working styles.

• Attention to Detail: Because the little things matter, especially in corporate law.

PLEASE NOTE - we are posting this on behalf of their company, not actively recruiting.

Construction Project Manager (Commercial Projects)

115-145K

North Vancouver, BC

About Atwell Talent

Atwell Talent is a National Recruitment Agency that specializes in connecting top talent with exceptional companies across Canada. We focus on permanent recruitment offering full-cycle support from the first hello to the final handshake.

Our mission is simple: to make hiring feel less like a chore and more like a game-changer. With our expertise in recruitment and a knack for finding those hidden gems, we aim to elevate your recruitment experience and help you build teams that thrive. Whether you’re an employer looking to grow your dream team or a candidate ready for the next chapter, we’re here to make it happen.

About our client.

Our client is an award-winning custom home builder with deep expertise in mass timber and commercial construction. With a long-standing presence in British Columbia, their integrated delivery approach drives innovation and creates lasting value for their clients.

The role of Project Manager (Commercial projects) involves managing project execution with a focus on quality, process optimization, and team performance. You will ensure their strategic objectives are achieved by delivering client satisfaction, employee well-being, and shareholder value throughout the project.

Position Summary

·       Cost Control & Schedule Management
Proactively manage project budgets, cost forecasting, and cash flow while monitoring and maintaining detailed project schedules to ensure milestones and deliverables are met on time and within budget.

·       Project Stakeholder Satisfaction
Build and maintain strong relationships with clients, consultants, subcontractors, and internal teams, ensuring clear communication, alignment of expectations, and a high level of client satisfaction throughout the project lifecycle.

·       Project Coordinator Development & Oversight
Develop, mentor, and oversee Project Coordinator(s), providing guidance, performance feedback, and support to ensure efficient project administration and professional growth.

·       Contract Administration & Purchasing
Lead contract management activities including tendering, negotiations, scope reviews, change management, and purchasing to ensure compliance with contractual obligations and project requirements.

·       Risk Management
Identify, assess, and mitigate project risks through proactive planning, issue resolution, and implementation of risk management strategies to protect project outcomes.

·       Project Reporting & Forecasting
Predict, inspect, and report on project performance, including progress updates, cost-to-complete forecasting, and variance analysis, providing accurate and timely reporting to leadership and stakeholders.

·       Team Leadership & Development
Manage, train, and coach project teams to foster collaboration, accountability, and high performance while promoting a positive and safety-focused work environment.

·       Quality Assurance & Compliance
Ensure projects meet quality standards, design intent, and regulatory requirements through consistent quality assurance processes, inspections, and continuous improvement initiatives.

Qualifications

·      Minimum of 5+ years of experience in managing commercial construction projects in value of $10M+

·      Experience in managing multifamily wood-frame residential projects in a value of at least $10M+

·      Post-secondary education (Diploma or Degree) in a construction-related field

·      Experience with mass timber and prefabricated structures is an asset

·      Strong leadership capabilities with experience in managing and leading people, department operations, managing budgets, and leading, managing and growing a strong team

·      Proven track record in planning and executing commercial projects on time and on budget

·      Demonstrated financial management skills, communication skills, and organizational skills

·      Ability to utilize or learn technology as required: Google Workspace, Buildertrend, other project management software

·      PMP Certification (would be an asset)

PLEASE NOTE - we are posting this on behalf of their company, not actively recruiting.

Executive Assistant

30-35/hour

Squamish, BC

About Atwell Talent

Atwell Talent is a National Recruitment Agency that specializes in connecting top talent with exceptional companies across Canada. We focus on permanent recruitment offering full-cycle support from the first hello to the final handshake.

Our mission is simple: to make hiring feel less like a chore and more like a game-changer. With our expertise in recruitment and a knack for finding those hidden gems, we aim to elevate your recruitment experience and help you build teams that thrive. Whether you’re an employer looking to grow your dream team or a candidate ready for the next chapter, we’re here to make it happen.

About our client

Our client is a design-build construction company that believes in building better. Based in Squamish, BC, they have a passion for energy-efficient construction and major home renovations.

Our client is looking for an Executive Assistant to support the President. The goal for this role is to mold this candidate into a sales professional so must have an interest in a sales career long term.

Responsibilities:

Our client is seeking an Executive Assistant to support the President, with the long-term objective of developing this individual into a sales-focused role. A genuine interest in pursuing a career in sales is essential.

Calendar & Time Management

• Manage and optimize executive calendar, including internal, external, and site meetings

• Schedule meetings and ensure all follow-up actions and deliverables are captured, prioritized, and tracked

• Prepare daily and weekly agendas based on key priorities and to-do lists

• Proactively schedule time for site visits and strategic initiatives that may otherwise be deprioritized

Email & Communication Management

• Monitor and manage incoming emails; filter, prioritize, organize, and respond as appropriate

• Draft and send emails on behalf of the executive or EA inbox

• Ensure high-priority communications are actioned in a timely manner

• Maintain and clean contact databases and address books

Administrative & Documentation Support

• Input and track sales and marketing leads within the executive dashboard, including follow-ups and communications

• Support marketing initiatives by reviewing content, coordinating approvals, scheduling photographers, and assisting with posting

• Take meeting minutes, summarize key outcomes, and distribute notes to internal and external stakeholders

• Prepare agendas for leadership meetings, including management and company-wide meetings

• Assist with internal team administration, including filing performance reviews and supporting internal communications

• Support tax preparation, investment tracking, benefits administration, and receipt management

• Collect, organize, and submit receipts to bookkeeping in a timely manner

• Prepare internal reports, including monthly profitability reporting, ensuring sensitive payroll data is removed prior to distribution

Phone & Voicemail Management

• Screen voicemails, identify priority calls, and schedule follow-ups accordingly

Sales & Client Support

• Support sales efforts by tracking client communications, commitments, and follow-through

• Ensure action items from sales meetings are completed and documented

• Manage incoming leads, including sending intake forms and coordinating initial meetings

• Maintain consistent, professional communication with prospective clients

• Gain exposure to sales processes with the opportunity to grow into a Sales Assistant or Sales Manager role over time

Additional Business Support

• Provide administrative support for an expanding marina business under the company umbrella

• Assist with administrative and intake tasks related to the development business, including screening inbound real estate opportunities based on predefined criteria

• Take on additional administrative tasks as needed to support other team members and overall business operations.

Qualifications:

·       1+ years of experience in an Executive Assistant, Administrative Assistant, Operations Coordinator, or Sales Support role

·       Exposure to sales operations, client coordination, or professional services preferred

·       Strong calendar, email, and task management skills with exceptional attention to detail

·       Excellent written and verbal communication; able to draft professional correspondence independently

·       High level of organization with the ability to manage multiple priorities and shifting deadlines

·       Sound judgment and discretion when handling confidential and sensitive information

·       Proactive, self-directed, and comfortable anticipating needs

·       Professional, polished, and confident interacting with clients and stakeholders

·       Ability to filter information, assess urgency, and make recommendations

·       Interest in learning sales processes and business operations

·       Desire to grow into expanded responsibilities over time (e.g., sales operations or management support)