Office Coordinator

Perkins&Will; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading architectural firm in Toronto seeks an administrative rockstar to support the Senior Leadership team. This role involves managing office supplies, coordinating meetings, assisting with onboarding new hires, and ensuring the office runs smoothly. The ideal candidate possesses a proactive attitude, strong communication skills, and experience in the architectural industry. Proficiency in Microsoft Office and familiarity with Adobe Creative Suites are essential. Competitive salary and opportunities for professional growth are offered.

Benefits

Health & Wellness support

Fitness/Transit Reimbursement

Event coordination opportunities

Qualifications

• 2-4 years of relevant experience in an administrative role.
• Excellent verbal and written communication skills.
• Ability to prioritize work efficiently.

Responsibilities

• Provide executive level support for Senior Leadership.
• Manage travel and office supplies.
• Act as a concierge for guests at Perkins&Will.

Skills

Pro-active support attitude

Effective communication skills

High level of organizational ability

Detail-oriented

Customer service driven

Tools

Microsoft Office

Adobe Creative Suites

Newforma

StatsLog

Job description

Position Summary

We are looking for an administrative rockstar for our Toronto office. The ideal candidate for this position will have a level of energy, decorum and discretion that is second to none. You possess the "6th sense" that allows you to be 2 steps ahead at all times. You will have experience supporting an architecture or interior design studio. Finally, as the ideal candidate, you will have a positive and agile approach to keeping the environment organized and the team you support productive.

Office Administration

• Executive level support for Senior Leadership;
• Manage all office supplies, Purolator, FedEx and mail;
• Manage travel for Toronto staff;
• Manage and be consistently present at the front desk. Respond to incoming calls after the first ring. Greet clients, visitors and employees;
• During breaks and catering duties, ensure that incoming calls are forwarded to other support staff and coordinate their availability;
• Act as a concierge for Perkins&Will guests across the organization;
• Keep meeting rooms & kitchen clean and tidy;
• Order and manage all aspects of office & special events catering including set up and clean up
• Scheduling appointments & coordinating meeting rooms;
• Coordinate internal and external meetings;
• Organize internal and external staff events;
• Social responsibility events;
• Assisting with PowerPoint project presentations;
• Copying, scanning, project filing and general typing;
• Participating in culture and diversity and inclusion activities
• Coordinating office celebrations such as birthdays
• Assisting with project coordination for the design staff
• Help maintain the materials library
• Help to organize lunch and learns
• Be available when possible to assist other Administrative Assistants with work overflow;
• Other administrative duties and errands as assigned by manager.

Human Resources Support

• Health & Wellness ambassador
• Support new hire onboarding
• Joint Health& Safety member/ leader
• Fitness/Transit Reimbursement support
• Event coordination
• Recruitment support

Qualifications

• Pro-active support attitude
• Willingness to accept responsibility
• Possesses initiative
• Ability to solve problems and identify workable solutions
• Possess effective communication skills: team player
• Possess a level of flexibility in order to reach objectives
• High level of organizational ability
• Ability to prioritize work efficiently
• Excellent knowledge of MS Office
• Experience with Adobe Creative Suites (InDesign, Photoshop, Illustrator) would be ideal
• Word processing capabilities-Word, Excel, Powerpoint, PageMaker.
• Trustworthy, to work with confidential material.

Experience

• 2 - 4 years
• Excellent verbal and written communication skills
• Detail-oriented
• Organized Pro-active, self-starter, able to work with minimum supervision
• Customer service driven
• Proficiency with Microsoft Word, Excel, Powerpoint and Outlook required
• Graphic softwares like InDesign, Illustrator, and Photoshop preferred
• Experience with Newforma and StatsLog considered an asset
• Experience in the architectural industry is a plus