Client Services and Administrative Coordinator

Dialog; Ottawa; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Parental leave top-up programs

RRSP matching

Medical and dental benefits coverage

Discounted memberships

Gifted time off during holidays

Vacation Buy-Up program

Professional memberships reimburse.

Job summary

DIALOG in Ottawa is seeking an Administrative & Marketing Support professional to help leadership manage calendars, travel, expense reporting, timesheets and licensing administration.

You’ll be the primary point of contact for employees and clients, coordinate studio operations, support marketing, proposals and events, and help with CRM records while keeping a welcoming, professional workplace in a busy design studio.

Qualifications

• Minimum three years of administrative or marketing support experience with leaders.
• Proficient in Word, Excel, PowerPoint, Outlook and Teams; SharePoint a plus.
• Experience with Adobe InDesign for proposals and document production preferred.
• Strong client service, communication, organization and multitasking skills.

Responsibilities

• Provide administrative support to leadership, including calendar management, travel coordination, expense reporting, timesheets, and licensing administration.
• Serve as the primary contact for employees, clients, and visitors, creating a welcoming workplace.
• Oversee day-to-day studio operations, meeting rooms, and workspaces, ensuring readiness.
• Coordinate workspace assignments, moves, seating plans, and hotel desk management.
• Manage office supplies, inventory, and internal processes to support efficiency.
• Support accounts payable, document management, and records keeping as needed.
• Coordinate facilities services and security access with internal teams and vendors.
• Assist with workplace health, safety, continuity initiatives and onboarding experiences.

Skills

Administrative support

Marketing support

Client service

Communication skills

Multitasking

Microsoft Office

Team coordination

On-site coordination

Education

Post-secondary administrative program

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

SharePoint

Adobe InDesign

Job description

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and one of Canada's Greenest Employers, committed to using our design practice as a force for good in the world.

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share. We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, and landscape architects who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and one of Canada’s Greenest Employers; committed to using our design practice as a force for good in the world. Explore our studios and join us!

Please note: Ability to obtain Security Clearance Level II is a requirement for this role.

How you'll make a difference

Administration Support

• Provide administrative support to leadership, including calendar management, travel coordination, expense reporting, timesheets, and professional licensing administration.
• Serve as the primary point of contact for employees, clients, and visitors, creating a welcoming and professional workplace experience.
• Oversee day-to-day studio operations, ensuring meeting rooms, common areas, and workspaces are organized, functional, and presentation-ready.
• Coordinate workspace assignments, seating plans, office moves, and hotel desk management.
• Manage office, kitchen, and stationery inventory, ensuring supplies are maintained and readily available.
• Coordinate studio calendars, internal meetings, and administrative processes to support operational efficiency.
• Support accounts payable, document management, record keeping, and other administrative functions as needed.
• Coordinate facilities services, maintenance requests, security access, and workplace‑related projects in partnership with internal teams and external vendors.
• Assist with workplace health, safety, security, and business continuity initiatives to maintain a safe and compliant environment.
• Partner with People & Culture, Information Technology, and other teams to deliver a seamless onboarding experience for new employees.
• Support employee engagement, wellness, sustainability, and community‑focused initiatives that contribute to a positive workplace culture.
• Plan and coordinate meetings, events, client functions, Lunch & Learns, and hospitality services, ensuring an exceptional experience for attendees.

Marketing & Proposal Support

• Support marketing, business development and proposal activities for the Ottawa studio and broader practice groups.
• Draft, edit, proofread, and format proposal and marketing content, including project descriptions, resumes, team qualifications, and other pursuit‑related materials.
• Assist with the planning and execution of client events, sponsorships, conferences, networking opportunities, and other marketing initiatives.
• Maintain and update business systems and records, including client relationship management (CRM) platforms, while coordinating courier and delivery services.
• Collaborate with marketing and business development team members across DIALOG's studios on firm‑wide campaigns, communications, and special projects.

Who you are

• You have a minimum of three years’ administrative or marketing support experience working with company leaders; a graduate of a post‑secondary administrative, business, communication or related program is preferred
• You have intermediate to advanced skills in Microsoft Office programs including Word, Excel, PowerPoint, Outlook, and Teams (SharePoint an asset)
• Experienceusing Adobe InDesign for proposal, presentation, and document production is strongly preferred.
• Have a passion for delivering exceptional and professional client services
• Excellent spoken and written communication skills
• Must be organized and be able to prioritize, have the ability to multitask
• Calm and experienced in solving problems in high‑pressure situations
• Self‑motivated with effective management of competing priorities
• Experience supporting marketing, business development, proposals, communications, or client service initiatives is considered an asset
• Strong attention to detail and experience coordinating multiple deadlines, projects, and deliverables
• You have had and/or are willing to obtain security clearance

$60,000 - $70,000 a year

At DIALOG, we believe compensation should reflect the unique talent each person brings to our team. We look at annual market data to understand how different roles are compensated in our industry, but we also recognize that your experience, skills, location, and the impact you make all play a part in shaping your total rewards. Because of this, final offers may differ from the ranges listed — we want to make sure everyone is recognized in a manner that is fair, competitive, and true to the value they bring.

This posting is for an existing vacancy.

Perks & Benefits

Parental leave top‑up programs for all parents upon the birth or adoption of a child, RRSP matching, competitive medical and dental benefits coverage upon the first day of employment, discounted memberships, encouraged work/life balance with gifted time off during the holiday season and Vacation Buy‑Up program, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.

Professional Development

DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation™ supports DIALOGers in accredited continuing education opportunities; technical skills development via e‑learning pathways; and financial support for relevant external learning opportunities.

Equal Opportunity

DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment‑related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age andrace.In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.