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
