Administrative Coordinator — Organized, Tech-Savvy Office Captain

Creative Structures; London; On-site; CAD 42,000 - 60,000; Full time

Job summary

Creative Structures and IE Design, London, Ontario, are growing structural engineering and architectural firms seeking an organized Office & Administrative Coordinator to support day-to-day operations for both firms.

You will coordinate meetings, manage timesheets and invoicing, prepare documents, maintain records, support two annual company parties, and assist the Owners and Lead Architect with administrative needs. Proficiency with AI tools and QuickBooks is preferred.

Qualifications

• Minimum 2 years of office administration experience.
• Post-secondary education in Office Administration or related field is an asset.
• Strong working knowledge of Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Experience with QuickBooks Online or similar software is an asset.
• Comfortable using AI tools to improve workflows and increase efficiency.
• Ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Experience supporting timesheets, invoicing, records, or basic financial administration is an asset.

Responsibilities

• Coordinate day-to-day office administration and operations.
• Serve as a point of contact for inquiries, calls, emails, clients, visitors, and vendors.
• Manage calendars, meetings, minutes, and follow-up items.
• Prepare meeting agendas, attend meetings as required, take minutes, and distribute notes.
• Prepare, format, proofread, organize, and distribute correspondence, reports, forms, and other business documents.
• Maintain organized filing systems and ensure records are accurate and accessible.
• Order and maintain office supplies and coordinate office equipment and vendor needs.
• Plan and coordinate two annual company parties, including logistics, vendors, food, activities, and other event details.
• Support employee events, onboarding documentation as required.
• Assist with invoice tracking and administrative follow‑up as required.

Skills

Office administration

Microsoft Office

Communication skills

Time management

Attention to detail

Education

Post-secondary education in Office Administration

Tools

QuickBooks Online

Microsoft Copilot

Gemini

ChatGPT

Job description

Creative Structures and IE Design, London, Ontario, are growing structural engineering and architectural firms seeking an organized Office & Administrative Coordinator to support day-to-day operations for both firms.

You will coordinate meetings, manage timesheets and invoicing, prepare documents, maintain records, support two annual company parties, and assist the Owners and Lead Architect with administrative needs. Proficiency with AI tools and QuickBooks is preferred.