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Receptionist/Office Administrator

ROSEN is a leading privately owned company that was established as a one-man business in 1981. Over the last 35 years, ROSEN has grown rapidly and is today a worldwide technology group that operates in more than 120 countries with over 3,000 employees.

ROSEN is an extended team of people with a passion for technology and innovation. Our claim “empowered by technology” is the key to our sophisticated and highly innovative products and services to the oil and gas and other engineering industries. The focus of all our research efforts and high tech solutions is on a safe operation of assets and therefore provide protection for both people and the environment.


At ROSEN Canada we work collaboratively to get the job done. We recognize that each person and every department are integral to meet the needs of our clients and to continue to be a leader in what we do. We also recognize that our employees have different needs and we want to make sure they are being taken care of.

Due to our rapid growth, we are currently looking for a full-time permanent Receptionist to join our Administrative team.


• Answer and transfer incoming telephone calls, screen and direct calls to the appropriate person, take messages, place (outgoing) calls, and assist with setting-up conference calls as required.
• Greet and welcome visitors in a professional manner, determine the nature of their visit, ensure they sign in, and direct visitors to the appropriate person within the company.  Provide visitor HSE orientation, temporary access card, and company Hot Spot access as required.
• Maintain the reception and lobby areas of all facilities to ensure they are clean and organized.
• Prepare and book conference rooms for meetings and in-house training as requested.
• Arrange Food & Beverage via external catering orders for meetings/training sessions as required, ensuring the room is clean and stocked in advance. Ensure meeting organizer has returned the room to previous state afterwards.
• Arrange external lunch and dinner reservations as requested.
• Collect, sort and distribute incoming mail and faxes. Also responsible for all outgoing mail.
• Outgoing domestic couriers, preparing packages and advising appropriate departments of tracking information.
• Direct incoming shipments/packages to appropriate area.
• Assist with making travel arrangements for local employees traveling outside of Calgary as per company policy, including booking flights, accommodations, arranging rental vehicles, and airport transportation.
• Order, receive, distribute and stock/maintain inventory of office and kitchen supplies as requested and as per company policy for all locations.
• Track and issue parking permits to new hires and visitors, enforce parking authority (warning/tow) if unauthorized vehicles found on site.
• Maintain phone lists and update on intranet as required.
• Roll call for visitors at muster area utilizing the visitor sign in log in the event of an emergency/evacuation.
• Recording, coding and distribution for approval of Invoices received by mail or email.
• Downloading Software updates and postage to postage meters.
• Forward incoming faxes to appropriate individuals / departments.
• Upon receipt of new or replacement corporate credit card in the mail, record, advise appropriate departments of the information, and issue cards to cardholder.
• Working with vendors as required to manage costs.
• Tracking loan of annual Parks Canada Discovery Passes to guests and employees.
• Ordering flowers, gift baskets, taxi chits etc. in coordination with HR.
• Assisting with event planning (internal & external) as requested.
• Advise Facilities Coordinator of facility issues that require attention/repair.
• Participate in movement of or recommendation for purchase of new office furniture in conjunction with Procurement department.
• Request service for coffee machines, vending machine.
• Maintain key records, sign in and out of keys.
• Responsible for calling 9-911 in the event of an emergency.
• Maintain Administration/Facilities intranet page including updating of phone lists and floorplans.
• Provide administrative support to the Executive Management Team (Vice Presidents) as required.
• Additional related duties as assigned.

Qualifications and Skills Required:
• Minimum 5 years’ experience in the role of Receptionist within a similar environment/industry is required;
• Excellent multitasking, organizational, and prioritization skills;
• Superior written and verbal English communication skills, German language skills is an asset;
• Familiarity with Cisco voice over IP telephone system is preferred;
• Professional manner and appearance, ability to provide a superior first impression as a representative of the company;
• Ability to solve problems & look for improvements;
• Advanced computer and software skills;
• Proven customer service and interpersonal skills;
• Strong attention to detail, ability to work on a computer for extended periods of time;
• Able to work independently with little supervision, effective team contributor and member;
• Ability to communicate appropriately at all levels within customer organizations as well as internally;
• Strict attention to detail;
• Ability to maintain confidentiality at all times.

We offer

ROSEN offers a competitive compensation package, including a comprehensive benefit plan, Health & Wellness program, RRSP matching, flexible work hours, a great learning environment, interesting & challenging work and the opportunity for career advancement.

Only those candidates selected for interview will be contacted – no phone calls please.