Administrative Assistant

**Administrative Assistant**

Jordan Station Design Co Inc
Posting date: October 22, 2025

**About us**
Jordan Station Design Co Inc is a boutique architectural design firm serving premium residential clients across the Niagara region. We manage the full design process and pride ourselves on a white glove client experience.

**Our core values**
Excellence Through Understanding
Personalized Solutions
Respectful Collaboration
Do the Right Thing
Realize Goals

**The role**
This is a client facing administrative position that keeps our studio running smoothly. You will coordinate schedules, manage communications, maintain our CRM, and support leadership. Experience with marketing is not required. It is an advantage that will help you stand out.

**What you will do**
- Manage the studio inbox and phone line and route messages
- Welcome clients and set up meeting rooms including lobby screen name display
- Keep the CRM accurate for prospects and clients
- Calendar management for leadership including team events and site visits
- Prepare documents including proposals and NOCIS when needed
- Take notes during client meetings and share action items
- Maintain filing systems and general office logistics including supplies and kitchen
- Coordinate simple permit drop offs or pickups when required
- Request Google reviews and track responses
- Post and retrieve yard signs at construction sites
- Build and maintain a standard operating procedures playbook

**Marketing as a differentiator**
These items are nice to have. They are not required.
- Write short captions for LinkedIn and simple newsletters
- Light Canva or similar work for graphics and one pagers
- Help keep website content current
- Track basic analytics and share simple insights

**What you bring**
- Two or more years in a professional administrative role
- Excellent organization and communication with strong attention to detail
- Confident client service and a polished in office presence
- Proficiency with Google Workspace and modern CRM tools
- Valid Ontario drivers license and access to a vehicle
- First Aid certification is an asset
- Experience in an architecture or design firm is an asset
- Experience with basic marketing tasks is an advantage that will set you apart

**Compensation and details**
Competitive compensation based on experience with paid time off and statutory benefits. This is an in office role in the Niagara region. Only shortlisted applicants will be contacted.

**How to apply**:
**Step one**

**Screening questions on the form**
- Describe a time you created order from chaos in an office environment
- Share a two to three sentence LinkedIn style update you would post after a successful project photoshoot
- List the tools you have used for calendars, CRM, newsletters, and simple graphics
- Optional question for bonus points. Tell us about one marketing task you enjoyed and why

**Job Types**: Full-time, Part-time, Permanent

Pay: $21.00-$25.00 per hour

Expected hours: 30 - 40 per week

**Benefits**:

- Company events
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care
- Wellness program

Application question(s):

- Describe a time you created order from chaos in an office environment
- Share a two to three sentence LinkedIn style update you would post after a successful project photoshoot
- Optional question for bonus points. Tell us about one marketing task you enjoyed and why
- Did you complete the peoplebest questionnaire?

Work Location: In person