Administrative Assistant

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer.

The role of the Administrative Assistant is to provide support to the offices in the Canada Region for Ware Malcomb (Vaughan, Toronto, and Ottawa). Responsibilities include supporting the Region in day to day administrative activities. This includes scheduling meetings, events, presentations & client interviews. Assisting with client/visitor interface, preparation of proposals and overall office policy & protocols.

Your Role

• Assist in maintaining office appearance
• Assist in scheduling team events/outings for each office
• Maintain conference room calendar and assists with booking conference rooms and equipment for meetings as required
• Sort/distribute/prepare daily in/outgoing mail/FedEx
• Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
• Learn office software systems such as Deltek Vantagepoint, OpenAsset, etc.
• General office support to include ensuring that office supplies are well stocked for each office & general office organization and tidiness for the Vaughan office.
• Help with opening project numbers in Deltek Vantagepoint
• Assist with preparing proposals
• Assist with billing/invoicing
• Assist in running Project reports from Deltek Vantagepoint
• Help with intake, filing & distribution of project related material submittals in Newforma

Qualifications

• 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office
• Ability to work under pressure and maintain composure is essential
• Ability to multitask
• Ability to interface courteously and efficiently with staff/visitors
• Excellent verbal and written communication skills are essential
• Strong computer skills, including Microsoft Office programs and Internet skills, are essential
• Experience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus
• Experience with proposal/technical writing preferred

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, planning, interior design, civil engineering, branding, building measurement, structural engineering and MEP services to clients throughout the world.
With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.
For six consecutive years, Ware Malcomb has been ranked as the #1 Industrial Sector Architecture Firm by Building Design + Construction Magazine. The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record's Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine's Top 100 Giants. For more information, visit

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We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.