Administrative and Office Coordinator

📝 FULL-TIME

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 same!

Office 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 days)
Multiple Medical and Dental benefit plans to choose from, Vision benefits
Spending accounts – FSA, Dependent Care, Commuter Benefits, company-seeded HSA
Special programs – Employee Assistance Program, ID theft protection, and accident and critical illness options for you and your family
Employer-paid, therapist-led, virtual care services through Talkspace
Company provided life insurance, short-term, and long-term disability benefits
Tuition assistance
Flexible work schedule with hybrid/remote opportunities
Advancement opportunities

**Benefits may vary based on position, tenure, location, and employee election

How We Do It

We Care, We Dare, We Share

DNV is a proud equal opportunity employer committed to building an inclusive and diverse workforce. All employment is decided on the basis of qualifications, merit or business need, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

DNV is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability. US applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the North America Recruitment department (hrrecruitment.northamerica@dnv.com). Information received relating to accommodations will be addressed confidentially.

DNV is proud to announce being named one of Houston’s best places to work in the 2022 Houston Business Journal – Best Places to Work competition.

For more information

https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal-poster

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Diversity at DNV

Meet our Employees

About DNV

Careers in DNV

Please visit our website at www.dnv.com

Company & Business Area Description

DNV is the independent expert in assurance and risk management, operating in more than 100 countries. Through our broad experience and deep expertise, we advance safety and sustainable performance, set industry benchmarks, and inspire and invent solutions.

We provide assurance to the entire energy value chain through our advisory, monitoring, verification, and certification services. As the world's leading resource of independent energy experts and technical advisors, we help industries and governments to navigate the many complexes, interrelated transitions taking place globally and regionally, in the energy industry. We are committed to realizing the goals of the Paris Agreement and support all stakeholders to transition faster to a deeply decarbonized energy system.