Administrative and Office Coordinator

**Local Unit & Position Description**:
Are you looking to help drive the transition to a clean energy economy that will positively impact society and the planet?

Are you looking for an energizing variety of work? Do you have strong organizational skills and a desire to maintain and uphold established processes?DNV Energy Systems is seeking to hire a dedicated and logical **Administrative and Office Coordinator** to provide local business/office assistance to DNV employees in Toronto and assist with key administrative and commercial tasks for colleagues across North America working on onshore and offshore wind, solar, battery storage, energy efficiency, and other renewable and sustainable energy projects.Why should you work with us?Our high-performing and innovative team works every day to increase the widespread deployment and operation of renewables to address climate change and positively impact society through a focus on diversity, equity, and inclusion. Our approach reflects the equity, respect, and diversity we wish to experience in the world.**This position will be located out of our Toronto, Ontario office. This is a full-time role with competitive benefits.** **What You ll Do**Variety is the spice of life; no two days will be the sameOffice Administration (20%): Ensuring the successful, safe, and amazing working conditions of the Toronto office, as well as liaises with other offices and internal DNV assistance functions. Tasks may include the following:

- Oversee management of all office equipment and supplies, including local vendor management and maintenance, purchases of office supplies and furniture. Local culture management including birthday/anniversary parties, monthly events, and the annual office party
- Incoming mail/phone communications, shipments, visitor/courier management, office related shipping, building key card system, alarm system management, and assistance for remote employees
- Serve as the office building representative in facilities administration on the QHSE committee and maintain office health, safety, and compliance documentation, postings, and procedures; plan quarterly internal office HSE meeting
- Direct administrative aspects of on boarding of new employees, in conjunction with HR and IT support services, including desk setup, access setup, equipment ordering, etc.
- Serve as a key member of the Administrative Team, collaborating and sharing ideas and knowledge base for consistent coverage and support

Executive Support (40%): Support the leadership team on a wide range of activities, including: preparing quarterly presentations, taking minutes and actions during meetings, advancing strategic internal initiatives, advancing marketing initiatives, travel management, expense reports, and enabling strong internal communications. Clerical Business and Market Support (40%): At DNV, our customers success is paramount to everything we do. In this role you will support the clerical and administrative efforts associated with processes, customers, proposals, subcontractors, and other business strategy. Activities may include:

- Uphold procedures in place to maintain efficiency and consistency
- Support the teams with incidents concerning Project Management, Quality, IT Security, Health, Safety and Environment within the allocated schedule with an appropriate root cause analysis
- Coordinate the process of qualifying new subcontractors and maintaining qualifications of subcontractors to DNV s QHSSE standards
- Support contracting in DNV s internal tools, including SalesForce
- Support proposal development including the setup of the document based on RFP information, pulling together CVs and bios, and other general coordinating activities
- Support with preparing PowerPoint slides, Excel spreadsheets, or MS Word memos on market and technical topics

**Position Qualifications**:
**What is Required**
- Degree in relevant field (such as business administration, environmental science, sustainability, English or related field) or 3 years of relevant experience
- 2 years of experience in a large and/or dynamic corporate environment working on core administrative tasks (e.g., travel management, expense reports, calendar management, facilities coordination, etc.).
- Advanced fluency with the Microsoft Office Suite, including Word, PowerPoint, and Excel
- Passion to drive the energy transition through clean energy development, sustainability-mindsets, and a focus on energy equity
- Strong English written and verbal communication
- Excellent organizational and time management with aptitude to multitask and work under tight timelines
- Professional demeanour, outgoing and helpful personality, detail oriented, and a fan of order
- Less than 5% travel is expected as part of this position

**Immigration-related employment benefits, for example visa sponsorship, are not available for this position**

**What We Offer**
- Generous paid time off (vacation, sick days, company holidays, personal d