Design Archives Administrator & Project Records Coordinator

OTT Financial Group; Toronto; On-site; CAD 78,000 - 92,000; Full time

Job summary

A well-established investment firm in Toronto is looking for a Design Archives Administrator & Project Records Coordinator to manage design documents in a collaborative environment. The ideal candidate will have around 5 years of relevant experience, strong skills in Autodesk Revit, and a commitment to detailed organization. Competitive salary and growth opportunities offered.

Benefits

Salary: $78,000 - $92,000

Annual performance bonuses

Extended Health, Dental, and Vision Benefits

3-Week Vacation Leave

Learning and Professional Development Support

Qualifications

• 5+ years of relevant experience in architectural, planning, or construction design.
• Ability to manage project records independently.

Responsibilities

• Manage version control and archiving of design documents.
• Establish standardized file naming conventions.
• Coordinate document submissions with internal and external teams.

Skills

Proficient in Autodesk Revit

Strong communication skills

Detail-oriented and organized

Experience in document control

Familiarity with PDF editing tools

Tools

AutoCAD

Bluebeam

Adobe Pro

SharePoint

BIM360

Job description

OTT Landmark Development is a real estate investment and development management firm with a proven track record of navigating multiple market cycles across Canada. Over the past decade, the company has demonstrated consistent, sustainable growth driven by strategic planning and disciplined execution.

OTT Landmark currently manages a robust development pipeline of over 5 million square feet of residential and mixed-use projects across the Greater Toronto Area, as well as more than 3,000 acres of resort development land in the Georgian Bay region.

We are seeking a proactive Design Archives Administrator & Project Records Coordinator to manage and maintain the organization, version control, and coordination of all project-related design documents within the planning and design teams. This role involves supporting a fast-paced project environment with a strong emphasis on Revit-based systems and digital documentation tools. The successful candidate will collaborate closely with designers, project managers, and technical teams to ensure proper compliance and streamlined records management.

What’s in it for you:

• Salary: $78,000 - $92,000
• Annual performance bonuses of $5,000 to $10,000
• Extended Health, Dental, and Vision Benefits
• Life and Disability Insurance
• 3-Week Vacation Leave
• Centrally located modern and spacious offices close to Eglinton and Leslie
• Regular Company Social Events
• Learning and Professional Development Support
• Tremendous opportunities for Growth and Development

How you will contribute:

• Manage receipt, archiving, and version control of all design documents, including Revit models, drawings, layers, and reports.
• Establish and maintain standardized file naming conventions and structured storage systems across platforms (e.g., SharePoint, BIM360).
• Track and update design changes and submission versions to ensure completeness and accuracy.
• Coordinate document submissions with internal teams, consultants, clients, and municipal authorities (e.g., Zoning, SPA, Building Permits).
• Review submissions from external consultants to ensure alignment with internal documentation standards.
• Support archiving, backup, and version comparison of BIM model files.
• Participate in the refinement of digital document control workflows and support team training.
• Assist with document audits or regulatory review by organizing required project records.

What you bring to the table:

• 5+ years of relevant experience in Canada within the architectural, planning, or construction design industry.
• Proficient in Autodesk Revit, AutoCAD, and PDF editing tools such as Bluebeam or Adobe Pro.
• Familiarity with municipal submission documentation processes (e.g., zoning, site plan approval, building permits).
• Strong experience in document control, archiving, and naming/versioning systems.
• Experience with platforms such as SharePoint, BIM360, Newforma, or Procore is an asset.
• Detail-oriented and highly organized with strong communication and collaboration skills.
• Demonstrates intermediate to senior-level professionalism and capable of independently managing project records.

Visit our careers’ page and apply now.

OTT Financial Group is committed to fostering an inclusive and accessible environment where all employees feel valued and respected, and where every employee can realize their potential. We are committed to providing reasonable accommodation, if required, and will work with you to meet your needs. We appreciate all applicants for their interest; however, only those candidates selected for an interview will be contacted.