Key Responsibilities:
Project & Proposal Support
Assist in preparing and submitting proposals aligned with RFP guidelines
Coordinate proposal content with internal team members
Support architectural project tasks (reports, presentations, documentation)
Office & Operations Management
Maintain office supplies, receive deliveries, and manage a clean, organized workspace
Coordinate with third-party providers (e.g. IT, tax consultants, ISO auditors)
Track licenses, insurance, permits, and renewals
Finance & Record Keeping
Assist with invoicing, expense tracking, and basic bookkeeping
Maintain accurate filing systems for projects and internal operations
Communication & Client Support
Answer phone calls and emails professionally
Act as liaison for clients and internal staff
Provide support with client communication and follow-ups
Marketing & Content Creation
Manage and schedule posts across Instagram, LinkedIn, and Facebook
Support creation of marketing materials (brochures, presentations, web content)
Coordinate photo shoots, website updates, and graphic design tasks
Conduct market research to identify potential clients and business opportunities
Required Specifications:
Proven ability to manage diverse responsibilities (projects, office, finance, comms, marketing) and prioritize effectively in a dynamic environment.
Previous experience working in the Architecture; Engineering; Construction industry would be considered an asset
Advanced proficiency in Microsoft Office (Word, Excel, Power Point) ; Adobe Suite (InDesign, Photoshop).
Excellent written and verbal communication skills are essential for interacting with clients, colleagues, and vendors.
The ability to manage multiple tasks, prioritize effectively, and maintain organized records is crucial.
Excellent customer service is essential for building positive relationships with clients.
Understanding of basic marketing principles, social media management, and content creation is beneficial.
