Job Description

Architecture49 is seeking an office Administrator to join our Toronto (GTA) office.


Architecture49 (A49) is a growing firm with a wide range of career opportunities. Our offices, situated from coast to coast across Canada, serve distinct regions each with a local focus and sector specialties.


We value work-life balance and support continuous learning to help our employees develop their skills and expertise as they build and evolve their careers with us. We offer a comprehensive and customizable benefits package, as well as a share purchase program and RRSP matching program. We also offer flexible schedule and a hybrid work environment; competitive salaries; flexible leave days; telemedicine (24/7 access); and reimbursement of professional dues.


A49 is committed to leveraging technology as a cornerstone of our design processes, methodologies, and procedures and are looking for individuals who share our philosophy of design through technology. While experience with digital design, production and visualization tools is preferred, if you share our passion for technology in design, A49 is where the next phase of your career should begin. Within our organizational culture, we are prepared to invest and partner in your development through a comprehensive evaluation, training, and mentorship program that will empower you to utilize your expertise on projects that contribute to the growth and success of our practice, and your career.

Toronto

Nestled in the heart of Downtown Toronto , our regional office boasts a rich history and specialization in public sector buildings for municipal and institutional clients and a diverse range of community buildings across our other market sectors. We have been privileged to be part of expansion and renovation of the Union Station , and multiple other major transit and transportation projects. We have also been specializing in the sports and entertainment sector for five decades, fostering collaboration and public involvement in the delivery of community recreation and multi-purpose event centers that enrich the lives of residents and create community gathering spaces that become the heart and soul of the clients and the communities they serve.

RESPONSIBILITIES

Administration/support of SharePoint and BIM360 portals for projects. Develop, produce, review, and distribute project meeting minutes. Develop, produce, coordinate, and distribute reports, studies, proposals, and general correspondence. Support of project financial operations through cloud-based software platform. Support of project administrative operations in compliance with QA/QC protocols Support of project work planning and breakdown of deliverables Collaborate with internal staff to ensure completion of tasks on a timely basis. Responsible for facilities and operations related duties relative to landlord and tenant related issues; Access cards for staff through Cadillac Fairview portal and Facilities Team - approver for staff requests Facilitating of on boarding and off boarding of coop students and regular staff 's equipment; pick up as well as delivery of same; Management and ordering of office supplies; kitchen and coffee supplies and facilitating lunch and learns and support for staff gatherings Administrative/Office Management/Operations Front-end office operations - greet clients - internal and external Maintain Front of House, kitchen, supplies and copy room and workstations - clear desk policy Coordination of client meetings, lunch and learns and find appropriate reps to provide lunch and learns based on active projects in firm Provide dedicated support to team with various administrative tasks Courier arrangements, Printing large scale documents meeting tight deadlines Survey and Training deadlines - send team email and calendar reminders of mandatory training requirements Update Staff Directory and Vendor List Vision Opportunities - assist marketing staff in opening new opportunities as requested and management of entries Budget - create Teams channel for Project leads to input data for Quarterly projections and set up meeting to discuss projects, input data and make any revisions - hard backlog, soft backlog and pursuits in collaboration with Marketing Coordinator Review, format project documents - invoices and fee proposals, Statement of Work Certificate of Insurance - project COI requests with policy conditions found in RFP, renewals for active projects - upload to COI specific site and/or provide to client directly WSIB Clearance Certificates distributed to Leads for active projects

QUALIFICATIONS

Certificate, Diploma or Degree in Administration, Business Management, Project Management, or relevant experience will be considered an asset Experience as a Project Administrator, Project Coordinator, or Administrative Assistant will be considered an asset Exposure to working in the field of project management, architecture, engineering consulting or construction management will be considered an asset Preference given to candidates with knowledge of Microsoft 365 environment (PowerPoint, Excel); cloud-based project administration tools; and Adobe Creative Suite and In-Design ( or willingness to learn) * Ability to obtain Reliability status with PSPC