Administrative Office Manager

Company Overview

Diverso is a fast-growing and dynamic organization, delivering unique geothermal solutions for our clients. Diverso is committed to advancing the energy transition through geothermal development. The Company is Canada’s leading fully vertically integrated geothermal infrastructure business, providing geothermal heating and cooling solutions for multi-unit residential projects and is a portfolio company of CVC DIF. CVC DIF is the infrastructure strategy of CVC, a leading alternative investment manager with a global network across 30 office locations and €202bn of AUM.

Position Overview

We are looking for an efficient and detail-oriented Administrative and Office Manager

to manage daily office operations and support administrative functions. The ideal candidate will ensure seamless office workflows and contribute to a productive work environment.

This position plays an integral role within the organization and is a main point of contact for both internal and external stakeholders. Reports directly to the Chief Operating Officer (COO) and work closely with the Chief Executive Officer (CEO) and Chief Technology Officer (CTO), and other members of the executive management team.

Essential Job Functions

Administrative Coordination

- Supporting the executive team as needed, including managing calendars, appointments, emails, and follow-up on tasks and key initiatives.

- Managing calendars, sorting mail, handling general office tasks, and administrative duties.

- Organizing files, creating correspondence, and preparing reports or documents.

- Perform basic contract work including contract management, updating, and contract tracking.

- Establish work priorities and ensure deadlines are met and procedures are followed.

- Organize files, maintain electronic database/ company documents, and handle confidential information securely.

Support and Coordination

- Provide administrative support to the executive management team and other staff as needed.

- Assist executive management with scheduling, documentation, and communication.

- Schedule and coordinate meetings, appointments, and travel arrangements for senior management and sales team members.

- Assist with planning executive’s meetings, events, and other schedule arrangements.

Office Management

- Manage office supplies inventory, anticipating needed supplies, placing, and expediting orders for supplies.

- Place office supply orders and maintain inventory levels (Uline, Staples, etc.).

- Maintain office equipment, oversee facility maintenance, and coordinate with vendors.

- Ensure boardroom and lunchrooms are always kept clean and stocked with coffee supplies and maintain the employee pantry.

- Coordinate catering if required and boardroom set up for meetings upon notification.

- Maintain a safe, secure, and pleasant work environment.

Communication

- Serve as a point of contact for internal and external clients where appropriate.

- Handle incoming and outgoing communications, including phone calls, emails, and mail.

- Receive and interact with incoming visitors and potential clients.

- Contact for building maintenance, the property owner, or vendors as required

- Contact for tech support, i.e., computer issues, connectivity, printers, phones, software systems, (fire system, security system, video system) as needed

Other Duties

- Ensure adherence to office policies, procedures, and company regulations.

- Complete all other tasks as assigned that may change from time to time.

- Reporting directly to the Chief Operating Officer, such other person(s) as Diverso Energy may designate from time to time.

Education/Experience Requirements

- Post-secondary education and/or degree in Business administration or a related field.

- 2+ years of experience in administrative or office management roles.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is essential.

- Strong written and verbal communication skills to interact with employees, clients, and executives.

- Ability to multitask, prioritize work, and manage office operations efficiently.

- Critical thinking and decision-making skills to handle administrative challenges.

Other Skills/Abilities

Other Qualifications:

- Flexibility to adapt to changing business needs.

- Excellent time management and organizational skills.

- Strong organizational skills and attention to detail.

- Ability to work independently and as part of a team.

- A proactive approach to continuous improvement and learning.