Architecture - Project Administrator

HOK; Toronto; Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

GRSP

Disability insurance

Life insurance

Paid time off

Flexible schedule

WFH Mondays & Fridays

Job summary

HOK is seeking a Project Coordinator to provide administrative support to the project manager, project architect, and project team in Toronto, Canada.

You will coordinate project tracking, reporting, and meetings, maintain filing systems, and assist with invoicing and consultant agreements as needed. Some travel and overtime may be required.

Qualifications

• Equivalent of a bachelor's degree in Architecture (Masters preferred).
• 3+ years experience in a similar role, ideally with healthcare project experience.
• Interest/aspiration to develop into Project Manager.

Responsibilities

• Coordinate project tracking and reporting under the direction of the project manager.
• Collaborate with staff and departments for day-to-day project coordination and reporting.
• Maintain electronic and paper project filing systems.
• Act as a liaison for file transfers with external consultants and clients; manage distribution to the team.
• Schedule and coordinate all project meetings under the project manager.

Skills

Coordination skills

Education

Bachelor's degree in Architecture or related field

Tools

BIM

Job description

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

This role provides project coordination and administrative support to the project manager, project architect, and project team.

Responsibilities

• Under direction of the project manager, coordinates project tracking and reporting
• Collaborates with various staff and departments in coordinating day to day projects and reporting requirements.
• Manages project filing system both electronic and paper.
• Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team.
• Under direction from the project manager, schedules and coordinates all project meetings.
• Ensures updates to the Deltek VantagePoint Project Management system, including work plans, identification of project team members, budget, consultants, schedule for completion, fees and costs
• Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable.
• Will assist with tracking the process for obtaining fully executed consultant agreements. May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.
• On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; provides timely reports to public agencies as required. May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
• May attend client meetings to take meeting minutes and prepare for distribution.
• Drafts letters to clients. Performs word processing and data entry, as required.
• May perform office manager duties when project is located at a job site:

• May supervise support staff members
• Ensures office supplies are stocked, and equipment is maintained in good working order
• Oversees facility maintenance needs, parking and office key assignments, interface with vendors, landlord contact, etc.
• May perform receptionist duties when project is located at a job site.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.

Education & Experience

• Equivalent of a bachelor's degree in Architecture (Masters preferred) or related field
• 3+ years experience in similar role, ideally with healthcare project experience
• For those who also provide BIM support; 3 years' experience in computer-aided design.
• Interest/aspiration to develop into Project Manager

Other

• Some travel may be required.
• Some overtime may be required.
• The job duties and requirements that this document describes may be altered or supplemented at any time at the sole discretion of HOK.

Many of our roles require the use of specific software. Please refer to the Required and Preferred Software Skills for details.

HOK is committed to providing our employees with a comprehensive benefits plan to meet their current and future needs. Benefits include medical, dental and vision coverage; GRSP savings plans; disability, life and accident insurance and paid time off (PTO). In addition, HOK employees enjoy a flexible work schedule with the option to work from home on Mondays and Fridays.

We are an equal opportunity employer and encourage applications from all qualified individuals, including those from diverse backgrounds and individuals with disabilities. If you require accommodations during the recruitment process, please let us know.

AI Disclosure: HOK uses technology, including artificial intelligence tools, to assist with certain aspects of the recruitment process. Applications are reviewed by our recruitment teams and hiring decisions are made in coordination with human resources and the hiring manager.

Vacancy Status: This posting is for an existing vacancy.