Administrative Specialist

2 weeks ago

Toronto, Ontario, Canada Q4 Architects Full time

Administration Specialist
Yonge Street, Toronto, ON, M2P 2B7

Full-time

Our Studio
Q4 Architects Inc. (Q4A) is a Canadian Architectural practice specializing in meaningful residential, planning, institutional and community focused buildings.

Established in 2004, the leadership team and many of our senior staff have been working together for more than eighteen years.

This core leadership group has grown into a creative workforce of over 60 that thrives in an atmosphere of collaborative design and knowledge sharing.

With offices in Toronto, Ottawa, and Calgary, Q4A provides impactful architecture for our clients throughout North America.

We pride ourselves on repeat business:
from largescale master-planned, transit-oriented communities to bespoke one-off projects.

The
Administration Specialist is a unique role within our studio.

It bridges two incredibly important facets of who we are:
our culture and our work. The role is the first point of contact for employees, clients, visitors, and those reaching out to our studio. This position embodies our collaborative, inclusive and supportive work culture.

It is a role for someone who is detail-oriented and looking to get a well-rounded experience by supporting quality review of deliverables, aiding with financial data input, assembling our contracts and preparing important documents for the operations of our business.


Additionally, through this opportunity you will play a meaningful role in our overall employee experience, creating and maintaining a welcoming environment for all.

You will be responsible for the smooth day-to-day administration of the Toronto office and provide remote administrative support to our leadership team in Calgary and Ottawa.


Holding this position your responsibilities include:

  • Receiving and directing incoming calls and greeting visitors;
  • Taking responsibility for mail and its distribution to appropriate team members;
  • Providing administrative support for space management and office technology;
  • Managing office inventory, including ordering office supplies;
  • Maintaining a neat and organized reception area, conference rooms and common areas;
  • Playing a key part in the onboarding of new employees;
  • Taking part in coordinating office initiatives, events, team building activities, charity donations and holiday related activities;
  • Assisting with scheduling, preparing, and setting up meeting and board rooms;
  • Managing direct communications with building management;

Qualifications:

  • A postsecondary education with a background in Business Administration, Arts or Human Resources combined with 15 years of work experience in a similar position;
  • An interest in design/architecture and the ability to work collaboratively and professionally with internal and external stakeholders in this field;
  • A high degree of maturity, honesty and trust;
  • Ability work in a professional and courteous manner, particularly when dealing with clients/ visitors and all levels within the firm;
  • Strong and clear communication skills (Verbal and written);
  • Excellent computer skills, experience working with MS Office including Word, Excel, PowerPoint, Teams, OneDrive, etc;
  • Tech Savvy and problemsolving skills with a strong attention to detail;

Additional Information

Why work with us at Q4A


Q4A boasts a multi-disciplinary team of bright, dynamic professionals who are all committed to improving their knowledge of architecture on a sustained basis.

Our goal is to provide our clients with an excellent standard of service while, at the same time, continuing to develop the skills that make us a leader in the industry.

This deep-rooted emphasis continual learning has resulted in a workplace culture that is based on support and collaboration. Our practice has become an environment in which all employees are a part of a comprehensive learning experience.

With mentorship programs, OAA study groups, and the opportunity to work on a variety of project types, Q4A is the perfect place to hone your skills and develop your talents.


We offer competitive compensation, and a great benefits package which includes RRSP matching, a fitness credit, access to Employee Assistance Plan (LifeWorks) provided by Morneau Shepell.


Office Description:

Our Toronto office is easily accessible by both car and public transit. Conveniently located near the intersection of Yonge St. And York Mills Blvd., the office has direct, underground access to the York Mills TTC Station.

For those that choose to drive, there is ample parking located both on-site and in nearby above and below-ground parking lots.


Our open-concept design studio reinforces the collaborative, inclusive culture of our practice and the window-filled main studio space affords all staff spectacular views of the Don Valley.


How to apply

  • We thank all applicants for their interest. However, only those selected for an interview will be contacted. Q4A is proud to be an Equal

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