3-Month Contract (with possibility of becoming a permanent position)
Position Summary:
We are seeking a detail-oriented and motivated
entry-level Office and Project Administrator
to support the daily operations of our architectural firm. This role offers exposure to both office management and project coordination, making it an excellent opportunity for someone looking to grow within the architecture and design industry.
Key Responsibilities:
Document Control
Manage and maintain project documentation in accordance with firm standards
Ensure version control and proper distribution of drawings, specifications, and reports
Track incoming and outgoing documents, including submittals and RFIs
Support compliance with project-specific document control protocols and deadlines
Marketing and RFP Support
Assist with the preparation and submission of RFP responses and proposal packages
Coordinate with subconsultants to obtain fee proposals and required documentation
Track deadlines and ensure timely delivery of proposal materials
Maintain marketing collateral and project data for use in proposals and presentations
Support business development efforts through administrative coordination
Project Administration
Support Project Managers by preparing and processing Certificates for Payment (CFPs)
Ensure accuracy and completeness of documentation before submission
Track CFP status and follow up on outstanding items as needed
Maintain organized records of all payment certificates and related correspondence
Office Administration
Manage general office operations including supplies, equipment, and vendor coordination
Maintain organized filing systems (digital and physical) for contracts, invoices, and project documentation
Coordinate meetings and internal communications
Support HR functions such as onboarding, timesheet tracking, and staff communications
Assist with financial administration including invoice processing and expense tracking
Qualifications:
Post-secondary education in business administration, architecture, or related field
Up to 3 years of experience in office or project administration; experience in a design or architecture environment is an asset
Strong organizational and multitasking skills
Excellent written and verbal communication
Proficiency in Microsoft Office Suite; familiarity with project management tools is an asset
Ability to work independently and collaboratively in a fast-paced environment
What We Offer:
A collaborative and creative work environment
Opportunities for professional development
Competitive compensation
Potential for permanent employment following the initial contract period
* Exposure to exciting architectural and interior design projects
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