Office & Project Administrator

Kasian Architecture Interior Design and Planning; City of Langley; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading architecture and design firm in Langley is seeking an Office & Project Administrator to oversee daily operations and support project management. Candidates should have a diploma in Business Administration or related, along with 2–3 years of relevant experience. Strong organizational skills and proficiency in Microsoft Office are essential. Salary starts at $53,000+ per annum with opportunities for growth.

Qualifications

• 2–3 years of office or project administration experience, ideally in architecture, construction, or design.
• Basic accounting knowledge is preferred.
• Professional demeanor and ability to work independently and in a team.

Responsibilities

• Oversee daily office operations and maintain a professional environment.
• Process correspondence and coordinate meetings for clients.
• Track project budgets and financial reports in MS Project and Excel.

Skills

Organizational skills

Customer service experience

Attention to detail

Communication skills

Proficiency in Microsoft Office

Education

Diploma in Business Administration or Office Administration

Tools

Microsoft Office

Adobe Acrobat

MS Project

Job description

Welcome to Kasian, where almost 40 years of design excellence has sparked a passion for transforming ordinary spaces into extraordinary experiences. Our passion is strengthening connections between people and places by creating built environments that inspire and improve lives. With offices across Canada, we leverage the experience of our 250+ Kasian team members to deliver innovative and unique design solutions across multiple market sectors, including commercial, residential, workplace, healthcare, senior living, industrial, transportation, post-secondary education, and other public sector opportunities.

The Opportunity:

We are seeking a highly organized and proactive Office & Project Administrator to join our team in Langley. In this role, you will be both the face of the office—ensuring a professional, welcoming environment for visitors and clients. A key partner to the Principal, Project Managers and Finance team; supporting successful deliver of projects, financial management of projects including collection of accounts payable in a timely manner.

You will play an integral role in supporting day-to-day office operations, ensuring that project documentation, budgets, and reporting are maintained with accuracy and efficiency. This hybrid role is ideal for individuals who thrive on multitasking, enjoy building relationships, and take pride in keeping people and projects on track.

Here's what you’ll be doing at Kasian:

Office Administration

• Oversee daily office operations, including supplies, equipment, and facility needs, to maintain a professional environment.
• Greet visitors and ensure a positive first impression for all clients and guests.
• Process incoming and outgoing correspondence, courier schedules, and subscriptions; update and distribute staff contact lists.
• Coordinate client meetings, staff travel, and boardroom bookings while maintaining clean and functional office spaces.
• Act as the main point of contact for clients, vendors, and external partners, handling inquiries with professionalism.

Project Administration

• Work with Finance to ensure accounts receivables are under the 90 days.
• Partner with Project Managers to support project set-up, ensuring deliverables are aligned with contract requirements.
• Review contract agreements for invoicing requirements and ensure all necessary information is provided to clients.
• Track and update project budgets, schedules, WIP, and financial reports in MS Project and Excel.
• Maintain accurate project files and documentation throughout the lifecycle, including contracts, correspondence, permits, shop drawings, RFIs, change orders, and close-out materials.
• Liaise with Finance and Operations teams regarding invoices, revenue projections, and staffing reports.
• Provide meeting coordination support and assist with expense submissions.
• Ensure compliance with security clearance requirements and support the submission process for staff as needed.

Here’s what you bring to Kasian:

• Diploma required in Business Administration and /or Office Administration, or related field preferred.
• 2–3 years of office or project administration experience including collections, ideally in architecture, construction, or design.
• Customer service experience is an asset.
• Basic accounting knowledge and proficiency in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat, and MS Project; Deltek-Vantagepoint is an asset.
• Strong organizational skills with keen attention to detail in documentation and project tracking.
• Excellent communicator, able to build strong relationships with clients, consultants, contractors, and colleagues.
• Ability to prioritize, multitask, and stay proactive in a fast-paced environment.
• Professional, discreet, and approachable, with the ability to work both independently and as part of a team.

Salary starts at $53,000+ per annum, based on a 40-hour work week. Actual compensation is subject to variations due to education, experience, and skill set.

Ready to be part of a leading architectural and interior design firm? Please apply or feel free to submit your resume to [e-mail] directly.