Administrative Assistant

Job Overview

We are looking for a friendly, organized, and proactive admin assistant to be the face and heartbeat of our architectural office. This position ensures the smooth day-to-day operations of the firm while creating a welcoming environment for clients, consultants, and team members.

• Greet visitors, clients, and vendors with a professional and warm demeanor
• Answer and direct incoming calls and emails to the appropriate team members
• Manage mail, deliveries, and courier services
• Maintain a clean, organized, and inviting reception area
• Oversee office supply inventory and place orders as needed
• Coordinate office maintenance and liaise with building management
• Schedule meetings, manage calendars, and support project team logistics
• Assist with travel arrangements and event planning (e.g., team outings, client meetings)
• Support basic bookkeeping tasks (e.g., invoice tracking, expense reports)
• Help maintain digital and physical filing systems, including drawings and project documents
• Act as a point of contact for IT and office equipment troubleshooting

• Previous experience in a receptionist role (experience in architecture, design, or a creative field is a plus)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office and Google Workspace
• A proactive, can‑do attitude and the ability to work independently

You’ll be part of a collaborative, creative team in a dynamic design environment. We value initiative, good energy, and people who take pride in helping a workplace run smoothly and professionally.