Office Coordinator

Position Summary

We are looking for an administrative rockstar for our Toronto office. The ideal candidate for this position will have a level of energy, decorum and discretion that is second to none. You possess the "6th sense" that allows you to be 2 steps ahead at all times. You will have experience supporting an architecture or interior design studio. Finally, as the ideal candidate, you will have a positive and agile approach to keeping the environment organized and the team you support productive.

• Executive level support for Senior Leadership;
• Manage all office supplies, Purolator, Fed Ex and mail;
• Manage travel for Toronto staff;
• Manage and be consistently present at the front desk. Respond to incoming calls after the first ring. Greet clients, visitors and employees;
• During breaks and catering duties, ensure that incoming calls are forwarded to other support staff and coordinate their availability;
• Act as a concierge for Perkins&Will guests across the organization;
• Keep meeting rooms & kitchen clean and tidy;
• Order and manage all aspects of office & special events catering including set up and clean up
• Scheduling appointments & coordinating meeting rooms;
• Coordinate internal and external meetings;
• Organize internal and external staff events;
• Social responsibility events;
• Assisting with PowerPoint project presentations;
• Copying, scanning, project filing and general typing;
• Participating in culture and diversity and inclusion activities
• Coordinating office celebrations such as birthdays
• Assisting with project coordination for the design staff
• Help maintain the materials library
• Help to organize lunch and learns
• Be available when possible to assist other Administrative Assistants with work overflow;
• Other administrative duties and errands as assigned by manager.

• Health & Wellness ambassador
• Support new hire onboarding
• Joint Health& Safety member/ leader
• Fitness/Transit Reimbursement support
• Event coordination
• Recruitment support

• Pro-active support attitude
• Willingness to accept responsibility
• Possesses initiative
• Ability to solve problems and identify workable solutions
• Possess effective communication skills: team player
• Possess a level of flexibility in order to reach objectives
• High level of organizational ability
• Ability to prioritize work efficiently
• Excellent knowledge of MS Office
• Experience with Adobe Creative Suites (InDesign, Photoshop, Illustrator) would be ideal
• Word processing capabilities-Word, Excel, Power point, Page Maker.
• Trustworthy, to work with confidential material.

• 2 - 4 years
• Excellent verbal and written communication skills
• Detail-oriented
• Organized Pro-active, self-starter, able to work with minimum supervision
• Customer service driven
• Proficiency with Microsoft Word, Excel, Power point and Outlook required
• Graphic softwares like InDesign, Illustrator, and Photoshop preferred
• Experience with Newforma and Stats Log considered an asset
• Experience in the architectural industry is a plus