About the Role We’re looking for a highly organized and proactive Administrative Assistant to help keep operations running smoothly across three growing companies: VerdaTech, Acacia Engineering, and Qualistat. In this role, you’ll be at the center of day-to-day operations, coordinating projects, managing schedules, supporting proposal development, and ensuring nothing falls through the cracks. You’ll work closely with leadership and technical teams, playing a key role in turning opportunities into active projects and keeping workflows moving efficiently. This is an ideal opportunity for someone who takes initiative, communicates clearly, and enjoys working in a fast-paced, team-oriented environment where their contributions have a direct impact.

Administrative & Operational Support Manage daily administrative activities including scheduling, inbox coordination, and task tracking Triage and route inquiries based on established workflows and escalation paths Maintain organized records, documents, and internal systems Coordinate office logistics, vendor communications, and courier services Project Coordination & Scheduling Set up and maintain projects within internal systems Manage and update team schedules, including in-field appointments Monitor calendars and proactively identify scheduling conflicts or capacity constraints Conduct weekly follow-ups on outstanding quotes to support conversion into active projects Proposals, Quotes & Business Development Support Prepare and schedule fee proposals across business units Develop standard quotes using internal templates Coordinate proposal inputs across teams (final content and approvals led by technical leadership) Maintain and improve proposal templates and project portfolios Monitor bid platforms and identify relevant RFP opportunities Coordinate and track responses, ensuring timely submission Financial & Process Support Maintain pricing data under the direction of the Finance Manager Track projects, proposals, and operational workflows Support documentation and continuous improvement of internal processes General Support Arrange travel for management and project teams Liaise with suppliers and vendors Contribute to additional operational initiatives as needed Qualifications & Attributes 3–7 years of experience in an administrative, operations, or project coordination role Strong communication skills (written and verbal) with a professional and friendly approach Excellent organizational skills and attention to detail Reliable and consistent, with a strong sense of accountability Takes initiative and can work independently with minimal supervision Ability to prioritize tasks and manage multiple deadlines effectively Strong problem-solving and critical thinking skills Positive attitude and willingness to support a wide range of tasks Team-oriented and easy to work with across multiple departments Proficiency in Microsoft Office (Word, Excel, Outlook); experience with scheduling or project tools is an asset Experience in the housing or construction industry is an asset Why Join Us You will be part of a collaborative and growing group of companies working at the forefront of energy efficiency and building performance. This role offers variety, responsibility, and the opportunity to contribute meaningfully to a high-performing team, making a direct impact on how smoothly projects and operations run. If you believe this opportunity is a great fit for your skills and experience, we’d love to hear from you. Please email your resume to info@energyexperts.ca.