Administrative Assistant

Administrative Coordinator

Company: Kaya Energy Corp.

Location: Calgary, AB (on-site; limited hybrid flexibility)

Job Type: Full-time, Permanent

Compensation: CA$20–$30 per hour (commensurate with experience) + benefits

Start date: As soon as possible

About Kaya

Kaya Energy delivers integrated solar–battery–EV charging solutions across Western Canada. We combine engineered design, compliant installations, and dependable operations to modernize how buildings use and store energy.

The Role

We're hiring a Administrative Assistant to support office operations, project documentation, vendor administration—and to assist our engineering/compliance teams with CSA/UL certification paperwork.

Key Responsibilities

• Coordinate general office operations: maintain project cost records and supplier files; ensure compliance with record-retention policies; organize and file project documentation (construction permits, supplier invoices).
• Answer telephones and professionally direct enquiries from clients, suppliers, and installation crews.
• Maintain confidential project and personnel files.
• Assist management in preparing confidential documents (project quotations, subcontractor agreements, employment notices).
• Process vendor and subcontractor invoices; cross-check against purchase orders and project budgets; flag discrepancies.
• Perform monthly vendor statement reconciliations.
• Assist staff scheduling and logistics, including travel and accommodation for remote construction sites.
• Compile and verify data from crew timesheets and material usage reports to support end-of-month financial summaries.
• Attend weekly safety and project review meetings; record and distribute minutes.
• Prepare and maintain certification document packages (applications, BoMs, drawings lists, test plans, change logs, corrective actions).
• Coordinate with NRTLs (e.g., CSA Group, UL, Intertek/ETL): schedule tests, track quotes/POs, arrange sample shipments, and monitor milestones.
• Keep a version-controlled Technical File index (policies, reports, inspection records) and ensure traceability between requirements, tests, and results.
• Log non-conformances, chase supplier declarations (e.g., CoCs, datasheets), and track closures.
• Maintain calendars for audits, factory inspections, renewal dates, and standard updates.
• Maintain contemporaneous R&D logs: test schedules, photos, bench notes, and results files for prototypes/field trials.

Must-have

• Experience: 0–2 years in administrative coordination/office administration/project admin (co-op/internship welcome).
• Languages: English and Mandarin (spoken and written) required for supplier and client communications.
• Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams) and shared-drive/file organization.
• Basic accounts payable skills (invoice processing, reconciliations) using QBO/Xero/Sage or similar.
• Strong attention to detail, confidentiality, and record-keeping discipline; clear, professional communication.

Nice-to-have

• Familiarity with product certification workflows (CSA/UL/ETL), document control, and ISO-style quality systems.
• Ability to read basic technical terms (voltage, kW/kWh, BOM, test plan, change log).
• Minute-taking, data QA for test results; valid driver's licence.

Education

• Post secondary school required; certificate/diploma in business/office administration or equivalent experience preferred.

What We Offer

• CA$20–$30/hour + benefits, PTO, and stat holidays
• Hands-on growth in clean-tech operations
• Supportive, safety-first culture with real impact

Schedule

• Monday–Friday, 8:30 a.m.–5:00 p.m.

Work Location

• On-site in Calgary, AB

How to Apply

Apply on Indeed with your resume and a brief cover letter, plus answers to the screening questions.

Job Types: Full-time, Permanent

Pay: $20.00-$31.63 per hour

Expected hours: 30 – 40 per week

Benefits:

• Paid time off

Application question(s):

• Do you have 0–2 years of administrative or project admin experience (co-op/internship acceptable)?
• Are you legally entitled to work in Canada and able to work on-site in Calgary

Education:

• Bachelor's Degree (required)

Language:

• Mandarin (required)

Licence/Certification:

• Class 5 Licence (required)

Work Location: In person