Job Description:

Join our dynamic team as a Reception / Administrative Assistant! If you have experience in an architectural, engineering, or construction office, thrive in a fast-paced environment, and are an excellent communicator with a deep commitment to working as a team player, this full-time position might be perfect for you!

We are an award-winning, local Architectural office looking for a full-time front-desk Reception / Administrative Assistant to support our team with all reception and administrative assistant duties, including reception and general office help. Prior work experience in an architectural, engineering, or construction office is a must. Excellent communication is important, and a team-player mindset is essential. We look for people who are fast-learners and want to grow with this position.

Responsibilities Include:

Reception:

• Front office reception includes greeting guests and clients, tidying boardroom.
• Collection and distribution of mail.
• Ensure the kitchen and front of office are tidy.
• Oversee and maintain electronic filing protocols. Handle incoming and outgoing mail distribution. Print drawings and documents as needed.
• Collect and deposit cheques. Arrange courier deliveries.
• Oversee and manage office stationery supplies (e.g., printer paper, stationery), photocopier maintenance and toner management, waste and paper shredding accounts, and office supplies (snacks, coffee, washroom essentials).
• Place orders as necessary.

Administrative Support:

• Perform general administrative and clerical tasks, assist the marketing team and management with administrative duties, and collaborate effectively within a team environment.

Organization & Time Management:

• Demonstrate excellent time management, organizational skills, and attention to detail with the ability to prioritize tasks. Maintain and update project information spreadsheets and client lists.

Scheduling & Meeting Support:

• Assist Project Architects (PAs) and Project Managers (PMs) with meeting scheduling, taking meeting minutes, managing project information, and distributing materials.
• Manage calendars and schedule meetings for partners. Prepare and distribute meeting minutes for PAs and PMs.

Travel & Event Coordination:

• Arrange travel bookings (flights, hotels, etc.) as required.
• Order lunches for staff events and help organize or facilitate staff celebrations (office events, holiday parties, BBQs).
• Assist with coordinating "Lunch and Learn" events and client Christmas gifts.

Qualifications / Experience:

• High school diploma or equivalent; additional certification or training in office administration is a plus.
• +2 years of experience in an Architectural / Engineering or design studio preferred.
• Previous experience in customer service, administrative, or front desk role.
• Experience in handling office equipment (e.g., phone systems, scanners, copiers).
• Excellent verbal and written communication skills with a professional phone manner.
• Ability to interact with visitors, clients, and staff in a courteous and effective manner.
• Strong organizational skills with the able to multitask and manage time efficiently.
• Attention to detail and ability to prioritize tasks.
• Proficient in using office software (e.g., Microsoft Office Suite) and able to learn new software systems quickly. Familiarity with phone systems, scheduling software, and office equipment.
• Strong customer service skills with a friendly and approachable demeanor.
• Ability to handle inquiries, resolve issues, and provide a positive experience for visitors.
• Ability to handle unexpected situations or conflicts with a calm and solution-oriented approach.
• Positive attitude with a strong work ethic and reliability.
• Ability to work effectively as part of a team while also being capable of working independently when needed.
• Ability to handle a fast-paced environment and adjust to changing priorities with ease.

Compensation Range

Please reply back with your salary expectation.