Project Administrator

CannonDesign; Toronto; On-site; CAD 55,000 - 70,000; Full time

Job summary

A leading design and architecture firm in Toronto is looking for an Administrative Support professional to assist project teams with various tasks. The ideal candidate will have at least 4 years of relevant experience, strong communication skills, and a detail-oriented mindset. Responsibilities include coordinating project updates, organizing client meetings, and supporting proposal efforts. This is an office-based role with opportunities for client interaction and travel as needed.

Qualifications

• Minimum of 4 years of relevant experience required.
• Experience in architecture, engineering, or interior design industry preferred.
• Proficiency with video and audio meeting technologies.

Responsibilities

• Coordinate project updates and deliverables.
• Organize onsite client meetings.
• Prepare project team memos and presentations.
• Assist Project Managers in reviewing consultant invoices.

Skills

Strong communication skills

Detail-oriented

Time management

Teamwork

Education

High School Diploma

Associate’s degree

Tools

Microsoft Office Suite

InDesign

Procore

Newforma

MS Project

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 performed in the office with potential 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 emails.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Support project proposal and contracting efforts.
• Prepare project team memos and presentations.
• Take and transcribe meeting notes.
• 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 Practice and Operations leaders in reviewing project/performance.
• Assist Project Managers in reviewing/approving consultant invoices.
• Monitor the flow of processes across projects, including agreements, quality plans, accounting, legal, and practice integration, providing research and feedback as necessary.
• Assist Principals and Project Managers in developing fees during proposals.
• Provide support for labor transfers.
• Distribute and vet project expenses for billing.
• Manage and coordinate team workload.
• Prepare complex spreadsheets and database work in Excel and Access.
• Assist with project staffing data in Deltek Vision.
• Maintain records of project financials.
• Work with Project Managers to prepare scope of work approvals and process payables.
• Set up and maintain project files according to firm standards.
• Assist with marketing tasks, including proposal presentations, if requested.
• Travel as needed.

HERE'S WHAT YOU'LL NEED

• High School Diploma required; Associate’s degree preferred.
• Minimum of 4 years of relevant experience.
• Experience in architecture, engineering, or interior design industry preferred.
• Strong communication and presentation skills.
• Ability to work in a team, manage time effectively, and organize tasks.
• Detail-oriented with the ability to handle multiple projects and meet deadlines.
• Proficiency in Microsoft Office Suite; InDesign, Procore, Newforma, MS Project experience are a plus.
• Experience with video and audio meeting technologies.
• Travel as needed.

ABOUT OUR FIRM

CannonDesign is a practice where strategy, experience, architecture, engineering, and social impact converge. We are committed to Living-Centered Design, aiming to improve and reshape the world through our talents.

ABOUT WORKING HERE

• We strive for client adoration through excellent service.
• We promote equity, diversity, and inclusion through various initiatives.
• We value communication and transparency.

Please note applications are only accepted via our Careers site. Be cautious of scams on other platforms. Contact us if issues arise. Include your resume and portfolio when applying.

All employees must complete mandatory training and adhere to policies and our Code of Conduct.

We support diversity and provide accommodations for accessibility needs during hiring. Please inform HR if needed.

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