Office Administrative Assistant, Kawartha lakes and Haliburton County (Bobcaygeon)

Prefabricated (Panelized) Construction, Residential, Commercial, Retrofit&New, Green Building

Temporary, Permanent, Full-time, Fixed term contract

Build the Future of Sustainable Construction with Quantum Passivhaus Quantum Passivhaus is seeking an experienced Office Administrative Assistant to support our expanding portfolio of high-performance residential, commercial, and deep energy retrofit projects. Since 2017, we have delivered advanced panelized solutions that combine modern prefabrication with leading building-science practices. If you're ready to help drive low-carbon, Net Zero, and Passive House–level construction and contribute to the industry’s shift toward smarter, more resilient building solutions, we want to hear from you.

Position Summary Quantum Passivhaus is seeking a highly organized and proactive Office Administrative Assistant to support our team and ensure smooth office operations. This role combines reception, event coordination, and general office administration, making it a key part of maintaining an efficient, professional, and welcoming workplace. The ideal candidate is detail-oriented, professional, and capable of managing multiple priorities with a positive attitude.

Please submit your contact details and resume outlining relevant experience.

*** Only qualified candidates will be contacted for interviews.

Qualifications, Skills&Benefits Experience

Previous experience in office administration, reception, or event coordination preferred.

Strong organizational and multitasking skills with attention to detail.

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software.

Professional and courteous demeanor when interacting with staff, visitors, and vendors.

Benefits

Paid time off

Dental care

Employee assistance program

Extended health care

Wellness program

Key Responsibilities Reception

Answer incoming calls and direct callers to the appropriate team members.

Greet and provide a welcoming experience for all guests visiting the office.

Maintain an up-to-date staff directory.

Operate the phone system, including team support and holiday voicemail messages.

Accept and process incoming deliveries.

General Office Administration

Prepare interoffice communications and perform clerical and administrative duties to support team members.

Track office supply inventory and distribute supplies as required.

Assist with electronic document filing and maintain organized digital records.

Work with Finance to maintain an accurate list of staff driver’s licenses, updating biannually.

Ensure cleanliness and organization of office spaces and common areas.

Track and manage office subscriptions.

Event Coordination

Coordinate all staff‑related meetings and events, including attendance tracking.

Create and distribute itineraries for mandatory meetings.

Support the Sales team with event coordination, including accommodations and admission requirements.

Arrange accommodations, conference rooms, meals, and other logistics; ensure menu approval and consider dietary restrictions.

Establish and maintain relationships with venues and vendors, negotiating discounts where possible.

Create event budget proposals based on staff suggestions and track actual costs for staff meetings, sales accommodations, and other events.

Maintain an up-to-date event database, including contacts, event tracking, and budget documents.

Comprehensive benefits package i.e., dental, vision, extended health, wellness program, and EAP.

Paid time off and company‑covered travel expenses.

Regular team‑building events and a supportive, inclusive company culture.

Opportunities for continuous learning, innovation, and career growth in a diverse and mission‑driven team.

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