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Project Administrator

Start Date: Early January 2018

This position requires a person committed to supporting architecture and design by playing a key role in project and office support. This is a full-time position for a one-year maternity leave contract. We are looking for someone with a strong administration background  to work directly with the Project and Administration teams.

The successful candidate will:

Provide all administrative functions as well some specific architectural industry services such as:

  • project specific documentation (Contract Administration – issue Change Orders, SI’s, review Progress Claims, prepare Certificate of Payment)
  • keeping project schedules (Microsoft Excel) – costs, program, workplan, staff schedule and staff details
  • log and distribute project documents (SI’s, Submittals, RFI’s, etc)
  • Newforma (New projects, email filing, contacts)
  • organize and manage project drawings, documentation and models for archiving (in house / offsite)
  • Liaise with the other members of the Admin Department, Interior Design Teams and any other teams required for the particular project
  • Format/edit letters, fee letters/proposals/Request for Proposal’s, Meeting Minutes, Agendas
  • Coordinate and set up meetings (Outlook, GoToMeeting, Skype, etc)
  • Resumes screening (students and architects), coordinate interview with candidates
  • Lunch and Learn coordination
  • Technical library update
  • Employee Handbook update
  • Support Admin team (front desk, events, general assistance)
  • Would be flexible and available with occasional overtime should it be required

Skills and Qualifications

  • Previous experience in Architecture field preferred
  • Initiative, reliability, positive, helpful ‘one-step ahead’ attitude
  • Basic AutoCAD experience helpful, some graphics software ability/experience
  • Excellent attitude and work ethic
  • Self-motivated, able to work independently or as part of a team
  • Exercises good judgment and thinks through problems, offers possible solutions
  • Highly organized, flexible and calm under pressure or deadlines
  • Demonstrates strong communication skills (written and spoken, with advanced knowledge of grammar, spelling and punctuation).
  • Has advanced computer skills and has extensive software skills for business applications such as all Microsoft Office (Word, Excel, Outlook, etc.), Newforma, Bluebeam, Adobe Suite

Education and Experience

  • 5 to 10 years of administrative and office experience at senior administrative level or in the Architecture, Engineering and Construction field
  • Administrative training at a recognized post-secondary institution or college an asset or equivalent in the field experience
  • Demonstrated success collaborating with project teams to deliver on project deadlines for a variety of project types
  • Strong time-management and coordination skills
  • Understands the necessity of Quality Control / Quality Assurance and is diligent maintaining corporate standards and protocols
  • Confident, outgoing personality, bringing a sense of humor, grace under pressure, a track record of high achievement
  • Has a passion for structure, organization, architecture, and being the go-to person on a project
  • Highly proficient in planning schedules and deliverables, minute taking, package submissions, exhibit attention to detail and much more
  • Take-charge individual, a person not afraid to take on a task, to get involved, run with it, ask questions
  • Someone who wants to understand what they are doing and wants to be active part of the team(interested to learn specifics and why)
  • Understands the importance of client and customer service and is able to liaise with consultants, client, team members of a project


How to Apply

 If you have the experience and qualifications outlined above, please email your cover letter and resume, noting Project Administrator in the subject line to:

We thank all candidates for their interest. Only those being considered for the role will be contacted.