About Fuel Nexus
Fuel Nexus is a growing fuel management and procurement company helping businesses manage fuel costs, improve operational efficiency, and navigate changing energy markets. We are committed to exceptional service, strong business relationships, and creating professional experience for our customers and partners.
As we continue to grow, we are looking for a friendly, polished, and highly organized Receptionist & Administrative Assistant to join our downtown Calgary corporate office.
Position Overview
As the first point of contact for our downtown Calgary office, you will play an important role in creating a welcoming, professional, and comfortable experience for customers, business partners, guests and colleagues.
This is an entry-level corporate opportunity well suited to someone who enjoys working with people, takes pride in presentation and attention to detail, and is eager to build a career in a professional business environment with opportunity to gain administrative experience.
In addition to reception and administrative support, you will help coordinate client and executive meetings, prepare boardrooms and presentation materials, arrange catering and refreshments, and ensure guests receive an exceptional experience from the moment they arrive.
What You'll Do
Reception & Guest Experience
- Warmly welcome customers, business partners, and visitors to the office
- Create a professional and comfortable reception experience for guests
- Ensure your work area, offices and boardroom remain clean and tidy
- Offer and prepare coffee, water, and refreshments for visitors and meetings
- Notify team members of guest arrivals and ensure visitors are comfortably accommodated while waiting
- Answer incoming calls and respond to general inquiries
- Coordinate visitor access and meeting room bookings
- Maintain a polished, welcoming, and professional reception and client-facing environment
Meetings & Boardroom Coordination
- Prepare boardrooms and meeting spaces for customer, leadership, and executive meetings
- Ensure rooms are professionally organized and ready before each meeting
- Coordinate catering, coffee, refreshments, and other meeting requirements
- Prepare and organize meeting materials, agendas, handouts, and presentations
- Assist with PowerPoint presentations and ensure presentation materials and technology are ready
- Support the coordination of larger corporate meetings, customer events, and leadership functions
- Reset meeting spaces following meetings so they are ready for the next group
Administrative & Office Support
- Assist with calendars, scheduling, meeting coordination, and travel arrangements
- Prepare documents, presentations, reports, and correspondence
- Assist with data entry, customer quotations, invoicing, and related administrative tasks while developing proficiency with company software and systems.
- Maintain electronic records, filing systems, and office information
- Coordinate office, kitchen, and meeting-room supplies
- Assist leadership, sales, and other departments with administrative tasks
- Coordinate with building management, vendors, caterers, and service providers as required
- Assist with special projects and company events
What We're Looking For
We are looking for someone who is:
- Friendly, confident, and comfortable welcoming customers and business professionals
- Professional and polished in their communication and presentation
- Naturally attentive to guests and enjoys creating a positive experience for others
- Organized and detail-oriented
- Comfortable managing several priorities in a busy office
- Dependable, proactive, and willing to help where needed
- Comfortable learning new technology and business systems
- Able to communicate professionally in person, by phone, and through email
- Familiar with Microsoft Outlook, Word, PowerPoint, and Excel, or eager to learn
Previous experience in customer service, hospitality, retail, reception, restaurants, hotels, or office administration is an asset, but not required. We are willing to train the right person who demonstrates professionalism, initiative, and a strong desire to learn.
What Success Looks Like
- Guests consistently receive a warm and professional first impression of Fuel Nexus
- Receptions, boardrooms, and customer-facing areas are organized and presentation-ready
- Meetings are thoughtfully prepared, with refreshments, catering, materials, and technology ready in advance
- Administrative responsibilities are completed accurately and on time
- Sales and leadership teams can rely on you for professional meetings and office support
- You continue to learn, build your skills, and take on greater responsibility as the company grows
Why Join Fuel Nexus?
- Begin your career in a professional downtown Calgary corporate environment
- Gain exposure to sales, business development, leadership, and business operations
- Develop valuable administrative, customer service, and corporate meeting skills
- Learn directly from experienced business professionals
- Build skills that can lead to future opportunities in administration, office operations, sales support, or executive support
- Join a growing company where initiative and development are encouraged
- Competitive compensation, benefits, and subsidized downtown parking
If you enjoy working with people, creating exceptional guest experiences, staying organized, and want an opportunity to begin building your corporate career, we'd like to hear from you. Only those selected for interview will be contacted.
Pay: $21.00-$25.00 per hour
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care
Work Location: In person
