Career Opportunities

Thank you for your interest in the VT Group of Companies, Acacia Engineering, Qualistat Building Performance Consultants and Verdatech Energy Management and Consulting.

Administrative Assistant

Location: North-East Calgary, AB
Position Type: Full-Time, Permanent

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.