Office Administrator

1 month ago

Vancouver, Canada Henriquez Partners Architects Full time

_Henriquez Partners Architects is a full-service architectural design firm that works closely with our clients to create buildings that are culturally, economically and environmentally sustainable. We see every project as an opportunity to enrich local communities by seamlessly integrating ethics and aesthetics. Informed by this credo and by an unwavering commitment to design integrity, we have consistently demonstrated the ability to manage projects from design through to construction, and the technical expertise to create structures that stand the test of time. _
- We excel at large and complex mixed-use projects, such as the 1 million square foot TELUS Garden development, Woodward’s redevelopment, Mirvish Village site at Toronto, and the Oakridge redevelopment spanning 28-acres making it the largest development in Vancouver’s history. _

**OFFICE ADMINISTRATOR**

As the Office Administrator you will have a broad range of administrative duties within the Studio. You will be the “face” of Henriquez and the first person that all guests interact with upon arrival to our studio as you will be sitting at our Reception Desk. You will report to the Controller while supporting many administrative functions in the studio depending on the various administrative bottlenecks and pressure points. The job duties have been broken out into categories for ease of understanding the role, but many tasks are interconnected and our administration team is small with everyone working together to ensure smooth operations for the Studio.

**RECEPTIONIST DUTIES**:

- Answer incoming calls and transfer accordingly or provide assistance to callers.
- Manage and book in-person and virtual meetings in multiple boardrooms, including ordering catering if needed.
- Manage and book office lunch and learns and internal presentations.
- Manage all boardrooms, including setting up IT needs for meetings, keeping meeting rooms clean and tidy and ensuring meeting supplies are stocked.
- Welcome guests and ensure reception area is tidy and presentable
- Responsible for ensuring stationery supplies stocked, arrange all courier and mail needs
- Coordinate Reception coverage, including training other staff and coordinating for any absences.

**GENERAL OFFICE ADMINISTRATION DUTIES**:

- Manage the appearance and logistics of the entire studio, including coordinating repairs and ensuring all spaces are kept tidy and presentable.
- Manage both kitchen areas including ordering snacks and beverages and keeping the areas tidy and presentable.
- Coordination of the model shop including tracking supply levels, assisting with ordering supplies and coordinating maintenance.
- Coordinate and arrange social activities in the office including monthly birthday celebrations, happy hours, and other initiatives.
- Attend weekly admin team meetings.
- Assist with general administration tasks as requested.

**ACCOUNTING ADMINISTRATION DUTIES**:

- Assist with day-to-day accounting duties as directed.
- Assist with AP by entering invoices and preparing payments.
- Prepare monthly consultant billing reports for Project Manager approval.
- Reconcile monthly visa statements and receipts.

**HUMAN RESOURCES ADMINISTRATION DUTIES**:

- Coordinate vacation requests and reconcile tracking records.
- New employee onboarding, including coordinating set up and providing orientation.
- Assist in the creation of job postings, resume coordination, and interview scheduling.
- Assist with internal office procedures and revisions to employee handbooks.
- Assist the Impact committee with coordination of Impact initiatives and preparing annual objectives and calendar.

**EXECUTIVE ASSISTANT DUTIES**
- Maintain calendar and provide meeting reminders to the Founding Principal.
- Coordinate business and personal meetings for Principal leadership team as requested.
- Assist with miscellaneous tasks such as writing letters, transcribing book passages.
- Coordinate travel arrangements for staff.
- Track and enter education credits for Architectural licenses for leadership team.
- Personal errands for leadership team as requested.

Cross training with other administrative functions and other duties as required

**REQUIRED SKILLS / EXPERIENCE / QUALIFICATIONS**
- Post-secondary education University degree preferred.
- Previous office experience in a similar role
- Interest in design and architecture an asset
- Ability to prioritize and multitask, be proactive and be organized
- A great attitude and willingness to learn and contribute to the team
- Have a personable and friendly disposition.
- Tech savvy with both Mac and Windows platforms.
- Highly proficient with Outlook, Excel, Adobe Acrobat and knowledge of various web video conferencing platforms such as Teams, Webex, Zoom, etc.
- Excellent oral and written skills.

Pay: $60,000.00-$75,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Profit sharing
- Vision care

Schedule:

- M

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