We’re looking for an Office Manager!

 

Sustainable is a full-service, collaborative architectural practice rooted in Toronto. Our focus is to provide solutions using core principles of sustainability and building science, delivering healthy and high-performance projects at many scales.

The Office Manager will work alongside the Principal Architect, Associates, and staff to allow the team to perform at their best.

This self-starter will report to one of our Associates, and will be primarily responsible for overall office management, supporting the Principal Architect, Associates, and staff with administrative assistance. The candidate must be comfortable in a small office environment, and understand that even the smallest jobs they perform are incredibly valuable and essential when it comes to creating a great workplace and the smooth running of the office. This is a new role and although we have some ideas about what this role will look like, you will be defining this role in our office - we are looking for someone to grow with this position.

Our ideal candidate is a friendly problem-solver who is eager to learn, gets along with a wide variety of personalities, will be flexible with changing duties or added responsibilities, and is able to meet deadlines without compromising quality. This individual will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This positive professional also plays a key role in helping the office maintain an engaging and collaborative work culture by treating everyone professionally and taking the lead in planning fun, informal events.

Please note that we are seeking someone dedicated to this role. This is not an opportunity for those interested in architectural or building science related positions to get a foot in the door. We’ll share job postings for those roles when they are available!

 

Education and Experience:

 
  • Bachelor or Masters degree and 3+ years relevant experience, or an equivalent combination of education and work experience

  • Prior experience supporting executives of a small to medium sized company

  • Work in a creative or professional services environment supporting multiple leaders

  • Valid Driver’s License (personal automobile not required)

  • Experience working with an Architecture or Engineering firm a plus

 

Skills and Competencies:

 
  • Proficiency with Microsoft Office (Word, Excel, Powerpoint) required

  • Excellent written and verbal communication skills required

  • Excellent leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals at all levels

  • Excellent customer service skills with a positive and responsive attitude

  • Strong organizational skills and attention to detail; ability to manage a task from start to finish

  • Initiative in communications and problem solving

  • Sound work ethics and the highest level of integrity

  • Experience in operating and maintaining office equipment and software

  • Experience or interest in managing social media platforms considered a plus

  • Must love pets!

 

Principal / Associate Level Support:

 
  • Work closely and effectively with Principal Architect and project managers to keep them well informed of upcoming commitments and responsibilities

  • Provide administrative support to Principal Architect, project teams and staff, requiring confidentiality, initiative, and sound decision-making

  • Manage emails, voicemails, phone calls, and calendar of Principal Architect, and provide timely responses on his behalf

  • Prepare for, and participate in, project and operational reporting meetings

 

General Office Management:

 
  • Reception and administrative support for all staff; M-F 9:00am – 5:30pm

  • Professionally and pleasantly greet staff, clients, guests, all mail/supply delivery personnel, vendors, and solicitors.

  • Process incoming and outgoing mail regularly, including overnight document/packages

  • Organize meetings, conference calls and events; prepare agendas, make copies, set up rooms, order/pick up/layout refreshments

  • Coordinate travel arrangements, including air/lodging/transportation, create and maintain itineraries, process event registrations

  • Organize and participate in office meetings, conference calls, and events.

  • Keep supplies stocked for employees by tracking inventory and ordering office/kitchen supplies as needed

  • Primary contact for leased property questions and issues, including maintenance and repair work

  • Maintain professional appearance and safety of office

  • Maintain office records, files, plans, and equipment; general troubleshooting and coordinating service calls as needed

  • Collaborate with administrative and operational staff firm-wide, participating in meetings and special projects as directed

  • Create, proof, and edit complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy

  • Work on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions

  • Work under general guidance with minimal supervision, independently planning own work; may determine methods and procedures for new assignments.

  • Provide back-up support to other administrative team members as necessary

  • Take on special projects and additional duties as requested

 

Contract / Project Management:

 
  • Assist Principal Architect and Project Managers with preparing and tracking project schedules, budgets, and billing

  • Manage project correspondence; provide support to Project Managers with construction administration to ensure submittals, RFIs, PRs, ASIs, Change Orders and contract completion documents are recorded and documented properly for project team members’ for review

  • Review Prime Agreement and Subcontract Agreements, Copy Agreements, Scope, and Schedule; prepare and coordinate amendments as needed

  • Work alongside Associates to prepare, track, edit and execute all project proposals

  • Assist in project set-up and tracking revenue in ArchiOffice and Wrike (our accounting and project management software)

  • Train and assist staff in proper contract/budget management; maintain project tracking per project budget, and upload project documentation per firm standards

 
 

If you think you might be a good fit,
we'd love to hear from you.

Please include a PDF copy of your current CV/resume.
Send all applications to joel@sustainable.to with the subject “Office Manager Application”

Please note that due to the volume of applications we cannot guarantee contact with all applicants. Thank you for your time!