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administrative assistant

Posted on June 24, 2026 by Employer details VT Group (Qualistat, Acacia Engineering & Verdatech Energy Management

Job details

We are seeking a highly organized, reliable, and proactive Operations Administrator to help coordinate projects, proposals, scheduling, and operational workflows across our group of companies: VerdaTech Energy Management & Consulting, Acacia Engineering, and Qualistat Building Performance Consultants. This position is ideal for someone who enjoys working in a fast-paced environment, takes initiative, communicates clearly, and genuinely enjoys supporting a team. As a smaller business, we value people who are adaptable, easy to work with, and willing to contribute wherever needed. You will work closely with leadership and a friendly, collaborative team where your contributions will have a direct impact on day-to-day operations and company growth. This role focuses on coordination, organization, and execution. Final accountability for approvals, compliance, and governance remains with senior leadership. *Administrative & Operational Support* · Provide day-to-day administrative support to the management team, including email coordination, scheduling, and task tracking · Triage and route inquiries based on defined workflows and escalation paths · Maintain organized records, documentation, and internal systems · Coordinate courier services, vendor communications, and office logistics *Project Coordination & Scheduling* · Create and set up projects within internal systems · Maintain and update team schedules and coordinate in-field appointments · Monitor team calendars and escalate capacity constraints or scheduling conflicts to leadership · Conduct weekly follow-ups on outstanding quotes to support conversion to active projects *Proposals, Quotes & Business Development Support* · Prepare and schedule fee proposals across all business units · Coordinate and prepare proposal components; final content and approval led by technical and management team · Maintain and update proposal templates and project portfolios for marketing and submissions · Research bid platforms and identify relevant RFP opportunities · Coordinate responses and assign opportunities to appropriate team members *Process Support* · Maintain and update pricing data based on direction from the Finance Manager · Support internal tracking of projects, proposals, and workflows · Support documentation and continuous improvement of company procedures *General Support* · Arrange travel for management and project leads · Liaise with suppliers and vendors for services and materials · Support additional operational initiatives as required *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 · Highly organized with strong 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 Pay: $50,000.00-$60,000.00 per year Ability to commute/relocate: * Calgary, AB T2A 7V8: reliably commute or plan to relocate before starting work (preferred) Experience: * Administrative: 3 years (required) Work Location: In person