Project Administrator

CannonDesign; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading design practice is seeking an Administrative Support Specialist to assist project teams in Toronto. The role involves coordination of project communications, support in proposals, and management of project expenses. Candidates should possess strong organizational skills and relevant experience in an administrative capacity, preferably within the architecture or engineering fields.

Qualifications

• High School Diploma required, Associate’s degree preferred.
• Minimum of 4 years of experience in related administrative roles.
• Experience in architecture/engineering/interior design is preferred.

Responsibilities

• Provide administrative support to project teams, including preparing memos and presentations.
• Coordinate internal and external communications and meetings.
• Manage project files and maintain records for the financial status of projects.

Skills

Time Management

Organizational Skills

Verbal Communication

Written Communication

Teamwork

Education

High School Diploma

Associate’s Degree

Tools

Microsoft Office Suite

Excel

Access

InDesign

Procore

Newforma

Job description

If you think your skills, experience and aspirations make you a good match for this position, we encourage you to apply.

ABOUT THE ROLE

You will provide administrative support to project team members. This role will be done working in the office along with the potential for client and on-site visits as required.

HERE'S WHAT YOU'LL DO

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite client meetings as needed.
• Support project proposal and contracting effort.
• Prepare project team memos and project presentations.
• Take and transcribe project meeting notes.
• Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload / update Deltek).
• Support the Practice and Operations leaders in reviewing project / program performance.
• Assist Project Managers in the Review / approval of consultant invoices.
• Monitor flow of all processes across the program / project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Assist the Principals and Project Managers in the development of fees during proposals.
• Provide support for labor transfers required.
• Distribution and vetting of project expenses for billing.
• Manage and coordinate workload of team.
• Prepare complex spreadsheets and database work in Excel and Access.
• Assist with project staffing data in Deltek Vision Project / Resource Planning.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Travel as needed.

HERE'S WHAT YOU'LL NEED

• High School Diploma required. Associate’s degree preferred.
• Minimum of 4 years of experience performing in related roles required.
• Experience working in the architecture / engineering / interior design industry preferred.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.
• Travel as needed.

ABOUT OUR FIRM

CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. We don’t just dream up solutions — we create and bring them to life in ways to solve some of the biggest challenges facing our clients and the society. At the heart of everything we do is Living-Centered Design, a bold commitment to using our talents to not just improve the world but to truly reshape it for the better. It’s more than a philosophy — it’s who we are, and it drives us to make a meaningful, lasting difference every day.

ABOUT WORKING HERE

• We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about.
• We are committed to ensuring our practice is equitable for all employees, representative of the communities around us – and focused on the future of design. We advocate for equity, diversity, and inclusion efforts through the leadership of our DEI Council, Employee Resource Groups and other community advocacy initiatives.
• We’re about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we’re ready for you.

Please note that candidates can only apply to our positions on our company Careers site. It's not uncommon for scammers to create positions that look legitimate on other sites; never enter your information or apply for CannonDesign positions on any platform. Should an issue arise that you feel we should be aware of, please contact us. Please provide your resume and portfolio when applying.

As a condition of employment, all employees are expected to complete mandatory training, including compliance training, within required timeframes and adhere to our internal policies and our Code of Conduct.

CannonDesign recognizes the value of diversity in our workforce and is committed to Employment Equity and the Federal Contractors Program. We encourage applications from qualified Canadians of Indigenous backgrounds, persons with disabilities, members of visible minorities and women. CannonDesign has a longstanding policy of providing a work environment that is free from all forms of employment discrimination based on age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status, marital status, gender identity, gender expression, record of offences, sex, and sexual orientation.

CannonDesign is committed to providing accommodation for people with accessibility needs due to disabilities in all aspects of the hiring process. If contacted, please advise Human Resources if you require disability-related accommodation.

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