Reception / Administrative Assistant

Join our dynamic team as a Reception/Administrative Assistant! If you have experience in an architectural, engineering, or construction office, thrive in a fast-paced environment, and are an excellent communicator with a deep commitment to working as a team player, this full-time position might be perfect for you!

To learn more about this exciting opportunity, please visit our website: https://www.mssarchitects.ca/studio/culture-and-careers#open-positions

Job description

We are an award winning, local Architectural office looking for a full-time, front-desk receptionist / administrative assistant, to support our team with all reception and administrative assistant duties, including reception, and general office help. Prior work experience in an architectural, engineering or construction office is a must. Excellent communication is important and a team-player mind-set is essential. We look for people who are fast-learners and want to grow with this position.

Responsibilities include:

Reception:

• Front office reception includes greeting guests and clients, tidying boardroom.
• Collection and distribution of mail.
• Ensure the kitchen and front of office is tidy.
• Oversee and maintain electronic filing protocols. Handle incoming and outgoing mail distribution. Print drawings and documents as needed.
• Collect and deposit cheques. Arrange courier deliveries.
• Oversee and manage office stationery supplies (e.g., printer paper, stationery), photocopier maintenance and toner management, waste and paper shredding accounts, and office supplies (snacks, coffee, washroom essentials).
• Place orders as necessary.

Administrative Support:

• Perform general administrative and clerical tasks, assist the marketing team and management with administrative duties, and collaborate effectively within a team environment.

Scheduling & Meeting Support:

• Assist Project Architects (PAs) and Project Managers (PMs) with meeting scheduling, taking meeting minutes, managing project information, and distributing materials.
• Manage calendars and schedule meetings for partners. Prepare and distribute meeting minutes for PAs and PMs.

Organization & Time Management:

• Demonstrate excellent time management, organizational skills, and attention to detail with the ability to prioritize tasks. Maintain and update project information spreadsheets and client lists.

Travel & Event Coordination:

• Arrange travel bookings (flights, hotels, etc.) as required.
• Order lunches for staff events and help organize or facilitate staff celebrations (office events, holiday parties, BBQs).
• Assist with coordinating "Lunch and Learn" events and client Christmas gifts.

Qualifications / Experience:

• High school diploma or equivalent; additional certification or training in office administration is a plus.
• +2 years experience in an Architectural / Engineering or design studio preferred
• Previous experience in customer service, administrative, or front desk role.
• Experience in handling office equipment (e.g., phone systems, scanner, copiers).
• Excellent verbal and written communication skills with a professional phone manner.
• Ability to interact with visitors, clients, and staff in a courteous and effective manner.
• Strong organizational skills with the ability to multitask and manage time efficiently.
• Attention to detail and ability to prioritize tasks.
• Proficient in using office software (e.g., Microsoft Office Suite) and ability to learn new software systems quickly. Familiarity with phone systems, scheduling software, and office equipment.
• Strong customer service skills with a friendly and approachable demeanor.
• Ability to handle inquiries, resolve issues, and provide a positive experience for visitors.
• Ability to handle unexpected situations or conflicts with a calm and solution-oriented approach.
• Positive attitude with a strong work ethic and reliability.
• Ability to work effectively as part of a team while also being capable of working independently when needed.
• Ability to handle a fast-paced environment and adjust to changing priorities with ease.

Compensation Range

Competitive base salary of $40,000 to $55,000 based on experience

Application Process

Please email your resume, cover letter to admin@mssarchitects.ca

We would like to thank all applicants for their interest; however, only those selected for an interview will be contacted.

*We are an equal opportunity employer. We are committed to fostering a diverse and inclusive workplace where all individuals are respected and valued, regardless of race, color, religion, gender, gender identity, sexual orientation, age, disability, or any other characteristic protected by law.

Last Updated Date: 2025/Apr/04