Administrative Assistant

Valard is Canada’s premier utility contractor, as well as head of the Valard Group of Companies AND part of the Quanta Group, the largest electrical power contractor in North America.

Valard has full-service capabilities for transmission, distribution, substations, foundations, telecommunications, and renewable energy construction projects.

This position is responsible for managing project documentation, coordinating schedules, and serving as a key liaison among team members and external stakeholders.

With a focus on maintaining efficient project operations, you will handle data entry, generate reports, and ensure compliance with industry standards and regulations.

The ideal candidate is highly organized, detail-oriented, and proactive, with excellent communication skills to foster collaboration across teams dedicated to advancing renewable energy and substation projects.

Requirements

Duties :

1. Project Documentation Management

• Maintain and organize project documents, including contracts, work orders, and schedules for substations and renewables projects.
• Track and update documents related to regulatory compliance, permits, and safety protocols.

2. Scheduling & Coordination

• Coordinate meetings, appointments, and travel arrangements for vice president and team members.
• Schedule site visits and team meetings, ensuring alignment with project timelines and deliverables.

3. Communication Support

• Act as a point of contact for internal and external stakeholders, relaying messages, updates, and information efficiently.
• Assist with drafting and distributing communication, such as project status reports, safety updates, and client correspondences.

4. Data Entry & Reporting

• Manage data entry tasks, including budget tracking, resource allocation, and project expenses.
• Compile and generate periodic reports on project status, milestones, and resource use, ensuring accuracy and timeliness.

5. Supply & Inventory Management

• Oversee office supplies and project-related materials, ensuring that field teams have access to necessary tools and equipment.
• Liaise with vendors for order placements, deliveries, and invoicing, keeping project inventory organized and documented.

6. General Administrative Support

• Perform general administrative duties, such as handling emails, phone calls, and filing, while ensuring confidentiality of project-related information.
• Support the team with any ad-hoc administrative requests, such as preparing presentations or processing expense reports.

7. Invoice Processing & Budget Support

• Review, process, and track invoices for materials, services, and subcontractors, ensuring accuracy and alignment with project budgets.
• Reconcile invoices with purchase orders and project budgets, working with finance to resolve discrepancies.
• Assist in preparing monthly expense reports and monitoring project budget updates to support financial accuracy.

Requirements

• An associate degree or certification in business administration, office management, or a related field.
• Additional coursework or certifications in project management or construction management can be a plus, given the technical nature of the team’s focus.
• At least 2 years of experience in administrative support roles.
• A strong communicator with excellent Customer Service Skills.
• A detail-oriented person with excellent time management and organizational skills.
• Able to work with minimal supervision and as a team player.
• Above average computer skills in Microsoft Excel, Word, Power Point and Outlook.
• Excellent oral and written communication skills.
• A professional and positive attitude.

Benefits

Valard Construction LP is an equal opportunity employer, committed to a diverse workforce. We offer a competitive salary and a complete range of employee benefits.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' education and experience best meets the needs of the position.

Only individuals selected for interviews will be contacted.