Office Coordinator

2 weeks ago

Vancouver, Canada Iredale Architecture Full time

At Iredale Architecture, we believe architecture has a key role to play in shaping our communities and in promoting sustainable practices. From our offices in Vancouver and Victoria, we offer consulting services in architecture, building envelope science, structural engineering, master planning, heritage rehabilitation, adaptive reuse, LEED and Passive House facilitation, space planning and interior design. Our Principals are involved in the day-to-day work of the firm, leading and mentoring our associates, technologists and other professionals.

We are looking for a highly motivated, competent, and effective communicator to join our team in our Vancouver studio as an Office Coordinator. This position will be the first point of contact for the Vancouver studio and will be responsible for the daily functions of the office. The Receptionist will work independently under the supervision of the Vancouver Managing Partner.

**Responsibilities**

Responsibilities are varied and will involve office operations such as, but not limited to:

- Managing day-to-day operations for our Vancouver office, including greeting and assisting visitors; answering and directing phone calls on a multi-line phone system; preparing outgoing courier packages and mail, and processing/distributing incoming courier packages and mail.
- Managing the Outlook calendar for the boardroom and maintaining cleanliness in the boardroom.
- Activating online meetings and conference calls, and preparing refreshments for meetings.
- Carrying out administrative duties such as filing, typing, copying, faxing, scanning, maintaining computer and manual filling systems, etc.
- Organizing, inventorying, and ordering office and breakroom supplies.
- Coordinate travel, hotel, transportation arrangements for senior management team.
- Creating Outlook calendar reminders.
- Coordinating in-office lunch and learns and seminars, and registrations for continuing education conferences/seminars.
- Supporting technical staff with non-technical work such as logging submittals and dictation.
- Forwarding invoices and business/operations correspondence to the Controller.
- Creating and updating the client database in Outlook.
- Assisting with onboarding by preparing workstations and documents for new staff.
- Organizing and managing architectural materials and sample library.
- Assisting the marketing team with basic tasks and events.
- Ensuring all outgoing correspondence is consistent with firm-wide branding.
- Providing additional general support to the Admin and Finance team by performing other related duties as needed.

**Required Qualifications**
- Experience in a junior/intermediate administration capacity
- Minimum of 2 years’ experience in a forward-facing role, in a professional office environment; preferably in the field of architecture, engineering, construction development, property management or real estate.
- Strong computer skills in Microsoft Outlook, Excel and Adobe Acrobat.
- Reasonable experience with calendar management.
- Good reading comprehension, with the ability to review and summarize complex documents.
- Good written and verbal communications skills.
- Professional appearance, positive and “go-getter” attitude, and outgoing personality.
- Excellent attention to detail, editing abilities, and organizational skills.
- Ability to manage time effectively to meet deadlines.

**Salary**: $55,000.00-$65,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Vancouver, BC V6B 1A4: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 2 years (required)
- Microsoft Office: 5 years (required)
- Office: 2 years (required)

**Language**:

- English (required)

Work Location: In person

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