Office Administrative Assistant

Overview

The primary purpose of the Office Administrative Assistant role is to provide a broad range of administrative, financial, and technical support. This role requires working in collaboration with all members of the architectural practice.

Who we are

We are a well established architectural practice that does a broad range of architectural projects for some of the largest developers in Canada. The practice began in 1978. We are motivated by our past project success and the work with repeat clients who share our vision to do things better.

We believe architecture and design has an essential role in the world and we should always be striving to do things the right way, a better way. We are equally committed to accessibility and sustainability as we are to design and function and how all of these variables can work together.

Duties and Responsibilities

• Prepare fee proposals for potential projects
• Perform data entry
• Support monthly invoicing, expense tracking, and WIP reports
• Follow up with accounts receivables
• Report to outside accounting
• Assemble data and prepare periodic and special reports
• Plan and co-ordinate team events
• Type and proofread correspondence, forms and other documents
• Reception duties including managing main phone number and greeting visitors
• Coordinate and assist with onboarding and orientation of new employees, creating new hire paperwork and orientation materials
• Manage office supplies
• Maintain and advise on office software licenses
• Perform other duties and assists with special projects as assigned

Qualifications

• Post-secondary education or an acceptable combination of education, training, and/or experience
• Experience supporting senior roles within a professional firm (preferred)
• Self-starter with the ability to prioritize and complete tasks with minimal supervision
• Strong organizational skills, attention to detail, and accuracy
• Excellent verbal and written communication skills
• High level of computer literacy including proficiency with Microsoft Office Suite
• Knowledge of workplace safety standards, regulatory requirements, and industry best practices (preferred)

Open office environment

Job Types: Full-time, Permanent

Benefits:

• Casual dress
• On-site parking

Work Location: In person