Office Coordinator

ACCIONA is a global company leading in the development of regenerative infrastructure that creates a positive impact on society. Our workforce consists of more than 65000 professionals present in more than 40 countries across the five continents all contributing in our mission to design a better planet. Are you a passionate individual who wants to make a difference promote sustainable development and find solutions to the biggest global challenges including climate change overpopulation and water scarcity Come and join us in building the infrastructure our planet needs to achieve a sustainable future.

We have successfully delivered large infrastructure projects across Canada since 2001. Our leadership and expertise span the entire value chain from research and development through construction operation and maintenance of projects. Currently involved in some of Canadas largest infrastructure projects ACCIONA delivers solutions that contribute to the economic and social progress of the communities in which it operates.

Administrative & Office Support

• Admin support for internal staff contractors consultants and external partners.

• Assisting EA/Office Manager with managing day-to-day office operations. Includes but not limited to; inventory ordering of kitchen and office supplies facilities coordination.

• Maintain meeting rooms and office space to ensure everything is in working order.

• Maintain calendars coordinate workshops and organize site visits.

• Assist with preparation of meetings/workshops arrange catering minutes and action item summaries.

Document Control & Records Management

• Assist with documentation ensuring accurate and up-to-date records trackers and version control.

• Maintain organized digital and physical filing systems aligned with TRP and transit authority standards.

• Track and maintain logs for correspondence submissions RFIs permits and approvals.

Project Coordination

• Support the EA/Office Manager by assisting with workflow organization tracking deadlines and circulating important updates.

• Assist EA/Office Manager in preparing reports presentations and status updates as required by TRP leadership.

• Assist with coordination of onboarding/offboarding processes access requests for new project team members and contractors.

• Liaise with field teams to support project logistics.

Financial & Procurement Support

• Tracking and processing purchase orders vendor relations invoices and expense claims following finance procedures.

• Monitor office budget items subscriptions and service contracts.

• Coordinate the procurement of office supplies kitchen supplies field materials and other administrative resources.

Communications & Stakeholder Support

• Support coordination for internal staff and consultants as needed.

• Maintain project contact lists and communication matrices.

Health Safety & Compliance

• Assist with safety documentation training records and sign-ins for meetings and site orientations.

• Ensure compliance with transit authority requirements privacy guidelines and corporate policies.

• Minimum 35 years of administrative or office coordination experience ideally in engineering construction transit or infrastructure environments.

• Experience supporting large complex multi-stakeholder projects is considered a strong asset.

• Strong proficiency in MS Office Suite (Word Excel PowerPoint Outlook) SharePoint Teams and project collaboration platforms.

• Excellent organizational skills with the ability to manage multiple priorities.

• Strong interpersonal communication and problem-solving skills.

• Ability to work independently and collaboratively with technical and non-technical teams.

• Experience with document control systems is an asset (Aconex eBuilder Procore etc.).

This role offers an annual base salary in the anticipated range of $60000$75000 CAD with compensation determined based on experience qualifications and internal equity.

In addition to base salary this role includes a total rewards package that supports employee well-being development and long-term growth subject to company policies and applicable provincial employment standards including:

• Paid vacation and sick leave

• Group benefits and EFAP from your start date with premiums paid by ACCIONA

• Health Spending Account

• Learning development and internal career opportunities

• RRSP matching

• Performance-based discretionary bonus

• Share purchase program

ACCIONA has been given the Top Employer& 2025 certification in Canada as well as the Top Employers North America& 2025 seal which certifies the companys commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies. As a company that values diversity as a source of talent we work to foster an inclusive environment that promotes respect belonging and engagement so that all people can participate on an equal opportunity basis. We invite everyone to apply regardless of origin circumstances background or condition.