Job Description

Your new company  

This is a mid-sized boutique design studio which excels at complex mixed-use projects that integrate ethics and aesthetics. Our mission is grounded in the optimistic belief that architects have a meaningful role to play in the creation of ‘citizen cities’; thriving inclusive communities that embrace diversity and address the needs of all parts of society.

We pride ourselves on having a collaborative, diverse and talented team of 50+ individuals from over 25 countries. We are values-driven with a supportive, dynamic studio culture which has garnered us recognition as one of Canada’s Top 100 Employers in 2020 and have been named one of Canada’s Best Employers for Recent Graduates.

Your new role  

Responsible for reception, as the “face” of the organization and first person to meet and greet guests and clients; and answering incoming calls

Managing meetings, including bookings in multiple boardrooms, setting up IT needs for meetings, keeping meeting rooms clean and tidy and ensuring meeting supplies are stocked.

Managing the operations, logistics and appearance of the entire studio, including coordinating repairs and cleaning staff. 

Managing kitchen areas and catering, including ordering, setting up, taking down of meals and beverages for meetings, lunch and lessons and events. 

Coordination of the model shop, including tracking supply levels, assisting with ordering supplies and coordinating maintenance.

Procurement of office supplies, couriers and liaison with mailroom 

Coordinating and arranging social activities, including monthly birthday celebrations, weekly happy hours, and other initiatives. 

Administrative support various committees, such as Social Impact, Director, Associate and Sustainability Committees.

Coordinate vacation requests and reconcile tracking records. 

New employee onboarding, including coordinating set up and providing orientation.

Assist in the creation of job postings, resume coordination, interview scheduling and performance review administration.

Assist with internal office procedures and revisions to the employee procedure and policy handbook.

Assist with day-to-day bookkeeping and accounting administration, such as Accounts Payable, monthly consultant billings reports and monthly visa statements as directed by the Controller.

Cross-training with administrative staff and responsible for ensuring effective coverage, so operations run smoothly irrespective of absences, illness and vacation. 

What you'll need to succeed  

• Post-secondary education university degree preferred
• 5+ years' previous office experience in a similar role
• Interest in design and architecture an asset
• Ability to prioritize and multitask, be proactive and be organized
• A great attitude and willingness to learn and contribute to the team
• Have a personable and friendly disposition.
• Tech-savvy with both Mac and Windows platforms.
• Highly proficient with Outlook, Excel, Adobe Acrobat and knowledge of various web video conferencing platforms such as Teams, Webex, Zoom, etc. Knowledge of Smartsheets is an asset. 
• Excellent oral and written skills.

What you'll get in return  

$70,000-90,000 depending on experience level, vacation and extended healthcare benefits and a career development opportunity throughout different paths with collaborative learning

What you need to do now  

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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