Employment Type: 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