Administrative Assistant (Toronto)

The Company

 Ecosystem is a design-build firm specializing in energy ecosystems — complex networks of interconnected energy systems. We implement turnkey energy projects to optimize the performance of institutional, commercial and industrial buildings. As a collaborative, multidisciplinary team, we relentlessly challenge conventions to design and implement creative solutions that increase efficiencies and drive out waste. Where many see obstacles, we see opportunities!

Founded in 1993, our team of more than 175 employees is based in Quebec City, New York, Toronto, Montreal and Boston.

Above all, Ecosystem is about its people. We create a stimulating work environment for motivated individuals, making it a place where brilliant ideas are nurtured and innovative designs overcome today’s energy conservation challenges. In addition, Ecosystem offers employees a wide range of benefits and opportunities to support a healthy work-life balance. People are the lifeblood of our company and the key to offering the best possible service to our clients.

The Opportunity

Are you a dynamic, well-organized person with initiative? Do you have experience in administrative support? Do you have solid knowledge of Office Suite and excellent English communication skills, written and spoken? You may be the ideal candidate for this position.

As a construction administrative assistant, you will mainly be responsible for providing administrative support for Ecosystem’s energy efficiency projects, planning travel for members of your team and coordinating the production of documentation intended for clients. You will play a key role in keeping our clients happy and ensuring the office runs smoothly.

Tasks

  • Support for projects
    • Organize and verify subcontractor contracts
    • Preparing and releasing purchase orders
    • Providing administrative support to engineers in the follow-up of projects
    • Compose correspondence related to projects
    • Assist in production of technical manuals
    • Produce reports in Excel or in project management software
  • Support for finance
    • Request and follow up on project bonds
    • Revise insurance contracts with subcontractors and ensure that they are up to date.
  • Support for Sales and Marketing
    • Assist with proposal preparation
    • Support the team in client research
    • Input and update information in Salesforce
  • Coordination and support
    • Intranet: publish internal communication related to construction
    • Schedule meetings and conference calls
    • Prepare the minutes of meetings
    • Make travel arrangements for team members traveling abroad
    • Support colleagues in filing expense claims
    • Ad hoc projects related to office administration
    • Assist with correcting, formatting, printing and assembling documents
    • Maintain and archiving office files and records

Skills

  • College diploma in office administration (or other relevant education)
  • 3+ years of experience providing administrative support in a relevant field
  • Excellent English, written and spoken
  • Highly proficient in Microsoft Office (Excel, Word, Outlook)
  • Strong organizational skills and adept at multi-tasking with the ability to meet deadlines without close supervision
  • Experience using Salesforce (asset)
  • Excellent formatting/editing skills
  • Knowledge of the construction industry (asset)
  • Confident working in a fast-paced environment
  • Able to consistently produce high-quality work

Qualities

  • Detail-oriented and precise
  • Demonstrate a passion to work in energy efficiency
  • Excellent communication skills and ability to develop interpersonal relationships
  • Resourceful and versatile self-starter

Compensation and Benefits

  • Ecosystem is an equal opportunity employer offering a competitive compensation package including health insurance
  • Permanent position
  • 40-hour week (flexible hours)
  • Occasional travel to site locations and other office locations
  • Great working conditions in a friendly work atmosphere
  • High-performance culture in which each employee can make an impact

Location

8 King Street East, Unit 910, Toronto (Ontario) M5C 1B5