Office & Administrative Coordinator

Creative Structures and   IE Design  are growing structural engineering and architectural firms based in London, Ontario. Together, our teams work across residential, commercial, industrial, and institutional projects, bringing architectural and engineering expertise together to deliver practical, thoughtful design solutions.

Our approximately 15-person team offers a collaborative, hands‑on environment where people work closely with the firm's owners and senior team members. We value initiative, accountability, strong communication, and people who take pride in contributing to a well‑run and supportive workplace.

Position Summary
We are looking for an organized, dependable, and confident  Office & Administrative Coordinator  to support the day-to‑day administrative operations of IE Design and Creative Structures.

As a central administrative resource for both companies, you will help keep the office and teams organized by coordinating meetings and calendars, preparing documents and correspondence, managing timesheets and invoicing administration, maintaining records, supporting shared employee spaces, coordinating company events, and supporting the Owners and Lead Architect with day‑to‑day administrative needs.

This is an ideal opportunity for someone who enjoys being the person others can rely on. You are organized, comfortable following up with people, confident communicating with different personalities, and able to keep multiple priorities moving without losing sight of the details.

This is an administrative position and does not require an engineering or architectural background.

Reporting & Key Relationships

Reports to:

Owners and Lead Architect

The Office & Administrative Coordinator supports both IE Design and Creative Structures and works closely with the architectural and engineering teams.

Key

Duties & Responsibilities
Office Administration & Organization

Coordinate the day-to-day administrative needs of the office and help ensure office operations run smoothly

Serve as a point of contact for general office inquiries, telephone calls, emails, clients, visitors, and vendors

Coordinate calendars, meetings, appointments, and meeting logistics for the Owners, Lead Architect, and team

Prepare meeting agendas, attend meetings as required, take accurate minutes, and distribute notes and follow‑up items

Prepare, format, proofread, organize, and distribute correspondence, reports, forms, and other business documents

Maintain organized electronic and physical filing systems and ensure records are accurate and accessible

Order and maintain office supplies and coordinate office equipment and vendor needs

Maintain employee common areas, including the kitchen, ensuring spaces are organized, stocked, and welcoming

Monitor kitchen and common‑area supplies and coordinate replenishment as needed

Plan and coordinate two annual company parties, including logistics, vendors, food, activities, and other event details

Support additional employee events, celebrations, and office activities as required

Assist with general employee administration and onboarding documentation as required

Timesheets, Invoicing & Administrative Records

Coordinate employee timesheets and monitor submissions to ensure hours are completed accurately and on time

Follow up confidently and professionally with team members regarding missing or incomplete timesheets and information

Maintain timesheet information using Quick Books Online and established internal processes

Prepare client invoices using Excel, PDF templates, and established company processes

Send invoices and maintain accurate invoicing records

Assist with invoice tracking and administrative follow‑up as required

Maintain organized and accurate administrative, financial, employee, and…