Client Services and Administrative Coordinator

DIALOG; Ottawa; On-site; CAD 65,000 - 75,000; Full time

Benefits offered by this job

Parental leave top-up

RRSP matching

Medical and dental benefits

Discounted memberships

Holiday time off and Vacation Buy-Up

Professional memberships reimbursed

Job summary

DIALOG in Ottawa is seeking an energetic Administrative & Marketing Support professional to back leadership and the studio. You will manage calendars, travel, expenses, timesheets, licensing, and serve as the primary contact for employees, clients and visitors.

Support marketing, proposals and events; draft and format content; maintain CRM and records; collaborate with People & Culture and IT for onboarding; ensure smooth operations and a positive workplace.

Qualifications

• Minimum of three years' administrative or marketing support experience working with company leaders.
• Graduate of a post-secondary administrative, business, communication or related program preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) with SharePoint a plus.
• Experience delivering exceptional and professional client services.
• Excellent spoken and written communication skills.

Responsibilities

• Provide administrative support to leadership, including calendar management, travel coordination, expense reporting, timesheets, and 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 and spaces are organized and presentation-ready.
• Coordinate workspace assignments, office moves and related arrangements.
• Manage office supplies and inventory and coordinate facilities services and security access.
• Support marketing, business development and proposals for the Ottawa studio and practice groups.
• Draft, edit, proofread, and format proposal and marketing content and coordinate events and client activities.

Skills

Microsoft Office

Adobe InDesign

Client service

Communication

Education

Post-secondary education

Tools

CRM platforms

SharePoint

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

$65,000 - $75,000 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
• 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
• Integrateduction supports DIALOGers in accredited continuing education opportunities
• technical skills development via e‑learning pathways
• 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.