Administrative and Office Support

3 months ago

Vancouver, Canada Diamond Schmitt Architects Full time

This is a great opportunity to develop your expertise in office administration within a collaborative office environment.

**Key Responsibilities**

**Office Administration**:

- Answering the telephone, assisting callers, providing routine information as necessary and routing calls as appropriate
- Office coordination including, ordering lunches, ordering supplies, emptying the dishwasher
- Light cleaning of kitchen and print room, and general facilitation of the office as necessary
- Set up/coordination of meetings (zoom, MS Teams and in person), typing meeting minutes and other various project or committee related work
- Managing the stock of kitchen supplies including coffee, milk, condiments, dishware, and flatware
- Filing documents/shredding (set up)
- Assisting with creating sample boards (cutting and pasting)
- Follow up phone calls (samples, colours, client coordination calls etc.)
- Collection and processing of expenses and project invoices
- Coordinate general offices repairs with preferred vendors and trades
- Participate as a member of the join health and safety committee
- Perform monthly health & safety checks including keeping the first-aid kit stocked
- Manage the personal protective equipment inventory
- Monitor the Who’s on Location app for remote staff attendance
- Assistance to the Principal as needed
- Liaison with Toronto office and provide support to departments as needed; Reception/office administrations, Knowledge Management, Human Resources, IT, Business development, DSU and social events

**Administrative Project Coordinator support**:

- Providing a high level of administrative support to architectural teams
- Providing quality document control and data entry
- Administering coordination between project teams (architects, consultants, clients, and contractors)
- Creating and drafting, compiling, coordinating, printing, distributing, filing, tracking and archiving project correspondence and documentation during all project phases such as:

- Photos, tender and design packages, specifications, schedules and other project related materials as directed by the project design team
- Construction: Process and track shop drawings, RFIs, site instructions, proposed changes, change orders, building permits, and other project related materials as directed by the project design team
- Maintaining project-specific digital and hard copy filing systems
- In collaboration with architectural teams, uploading drawing packages to ftp sites and issuing packages for milestone project deadlines
- Maintaining project contact lists and team calendars
- Coordinating and scheduling meetings, including setting up video and telephone conferencing (face to face, web, video conference) and typing/formatting meeting minutes
- Developing and implementing new project coordination procedures, as needed
- Being fluent in office project administration standards and acting as a resource to project teams to maintain them
- Occasional overtime
- Provide administrative support to other projects when Administrative Project Coordinators are on vacation/away

**Qualifications**- 2+ years of office administrative and/or reception experience-
- Excellent computer skills - proficiency in Microsoft Office is a must-
- Knowledge/experience with Newforma, Adobe Reader, Bluebeam Studio and database software is an asset-
- Superior organizational skills and strong time management skills-
- Strong verbal and written communication skills-
- Ability to multi-task and solve conflicting and overlapping deadlines-
- Manage various projects with varying document control and distribution guidelines-
- Responsible and accurate, with attention to detail-
- Willingness to learn, teach and work collaboratively-
- Ability to work under pressure, follow timelines, and meet deadlines-
- Strong problem-solving skills and interpersonal skills-
- Design background and interest is a definite asset-
- Knowledge of architecture and construction is a definite asset

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