Provides administrative and office support for Ware Malcomb’s Canadian offices. Responsibilities include scheduling meetings and events, managing conference rooms, handling mail, maintaining office supplies and appearance, data entry, filing, proposal preparation, billing and invoicing assistance, project number setup, report generation, and project material distribution. The role also supports client and visitor interactions and requires strong communication, multitasking, computer, and organizational skills.
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. https://waremalcomb.com/life-at-ware-malcomb/
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
This is a full-time, long-term position.
Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering 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, hospitality and public/institutional projects.
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 waremalcomb.com.
Ware Malcomb Toronto, Ontario, CAN Office
250 University Avenue, Suite 226, Toronto, ON, Canada, M5H 3E5
Ware Malcomb Vaughan, Ontario, CAN Office
6220 Hwy 7, Suite 301, Vaughan, ON, Canada, L4H 4G3
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