Administrative Project Coordinator

2 months ago

Toronto, Canada Diamond Schmitt Architects Full time

We are looking for a dynamic, proactive, detail oriented and engaged individual to join our fast-paced Administrative Project Coordinator team.

This is a great opportunity to develop your expertise in organization, administration, and document control.

The salary range for this role is $55,000.00 to $65,000.00.
- Please send your resume to- We thank all applicants for their interest; however only those selected for an interview will be contacted.

**Key Responsibilities**
- 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:

- **Design**: 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**
- 3+ years previous office / administrative experience
- Excellent computer skills - proficiency in Microsoft Office is a must
- Knowledge/experience with Newforma, SharePoint, InDesign, MS Office, Bluebeam Studio and database software such as Newforma, Ebuilder, Procore, Aconex would be 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 multiple design and construction 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, adapt to changing situations, follow timelines, and meet deadlines adapt to changing situations
- Strong problem-solving skills and interpersonal skills
- Knowledge of architecture and construction is a definite asset

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