Office Administrator

The job tile is a mouthful, but the role is fantastic. Are you looking to be at the center of the organization's business function? Do you thrive in a multi-faceted position, enjoy working closely with principals, project managers, consultants, and clients? Are you super organized and have strong accounting and administrative experience—preferably within the architecture, engineering, or design industry? If the above resonates with you, then let us tell you a bit about ourselves

Ok a bit about us.

FrankFranco Architects is an award-winning full-service architecture firm specializing in modern residential and commercial architecture and interior architecture.  Known for our collaborative studio culture and design excellence. Ok enough about us.

With exciting new projects underway, FrankFranco Architects is seeking to grow their team with a highly organized and detail-oriented Office Administrator & Accounts Receivable professional to support the financial, administrative, and operational needs of our growing practice.

Role responsibilities include

Office Administration, Proposals & Studio Support

• Organize and coordinate onsite client meetings as required
• Provide administrative support including answering and directing calls, filing, reports, proposals, and general office coordination
• Support project proposals and contract preparation, including assistance with fee development
• Research and track new Bids and Tenders from public and private sources
• Prepare bid and tender submissions, including assembling proposal packages, coordinating required documentation, and ensuring compliance with submission requirements and deadlines
• Assist principals and project managers with scope changes, approvals, and documentation
• Maintain accurate records for the financial status of projects

Accounts Receivable & Financial Coordination

• Issue monthly client invoices via email; file and maintain digital records
• Collect outstanding accounts through phone calls, emails, and written correspondence
• Log and track all collection activities and follow-ups
• Prepare, distribute, and update Accounts Receivable reports (daily and monthly)
• Respond to client inquiries related to A/R and invoicing issues
• Update and maintain accurate client account information
• Print, distribute, and organize Statements of Account monthly or as required
• Reconcile accounts and resolve discrepancies as needed

Accounts Payable & Project Financial Support

• Review consultant invoices and statements; research discrepancies and coordinate resolutions
• Assist Project Managers in the review and approval of consultant invoices

Qualifying Applicants will have:

• Completion of accounting courses through a recognized college or university preferred
• Minimum 4 years of experience in a related administrative and/or accounting role
• Experience in the architecture, engineering, or interior design industry strongly preferred
• Strong verbal, written, and presentation skills
• Excellent organizational, time-management, and multitasking abilities
• High level of accuracy, attention to detail, and follow-through
• Strong proficiency in Microsoft Office Suite (Word, Excel); InDesign or Affinity experience considered an asset
• Experience with BigTime and QuickBooks Online required

Tell us about you and apply:

Submit your resume and cover letter to:

To ensure we receive and review your submission list the job title in the subject line.

We thank all applicants for their time spent to understand us our firm and the job requirements; we review all submissions, and we will contact you within two weeks of your submission if we wish to schedule an interview. If you have not heard from us than know we appreciate your submission but that we are looking at different candidate. Continue to grow and build experience and skills and feel free to reapply to future FrankFranco job postings.

Job Type: Full-time

Pay: $47,176.38-$80,353.25 per year

Benefits:

• Casual dress
• On-site parking
• Paid time off
• Work from home

Ability to commute/relocate:

• Woodbridge, ON: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• Proficient in Quickbooks Online
• Minimum 4 years of experience in a related administrative and/or accounting role

Work Location: Hybrid remote in Woodbridge, ON