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Added 2 hours ago
Childcare Cook
Upper Canada Child Care
Vaughan, ON
Pay Range: $20.06 - $22.93 /hour, plus full-time benefit package (including dental, health and travel insurance), 10 paid personal days plus paid vacation time.
Added 1 day ago
AC
Food Service Worker
Aramark Canada
Kingston, ON
- Part-time
We are hiring part-time food service workers at one of our retail locations on campus with Aramark Canada for Queen's Hospitality Services.
Added 1 day ago
TS
Sales Associate - Temporary
The Salvation Army in Canada
Kelowna, BC
- Full-time
Assist in keeping the general sales floor neat & clean and assure product displays are kept full and are tidy
Added 1 day ago
TS
Sales Associate - Temporary
The Salvation Army Canada and Bermuda Territory
Kelowna, BC · Rutland · Okanagan Central Community Church - Rutland
- Full-time
Assist in keeping the general sales floor neat & clean and assure product displays are kept full and are tidy
Added 1 day ago
EI
Office Administrator (Engineering/Construction)
ELEQRON INC.
Calgary, AB · Greater Calgary Metropolitan Area
- Full-time
Coordinate and manage office and kitchen supplies, vendors, deliveries, and general office organization.
Added 1 day ago
HC
Learning Services Assistant - FHLS - Appendix-D
Humber College
Toronto, ON
- Full-time
…shoots photocopier issues and repairs, ensures the mailroom, the general office and kitchen area are organized and places maintenance calls as needed. Clerical duties include but at are not…
Added 1 day ago
Kitchen - Dishwasher (Winter 2026-2027)
Northland Properties
North Vancouver, BC
As a Dishwasher, you will play a vital role in keeping our kitchen running smoothly and efficiently. You’ll be responsible for maintaining a clean and organized dish area and assisting with…
Added 1 day ago
CH
Director of Food & Beverage
Crescent Hotels & Resorts
Rossland, BC
- Full-time
…grow the business and build strong teams. The Director will help shape the future of both properties by strengthening standards, developing talent and finding opportunities to work smarter…
Added 1 day ago
HB
Director of Food & Beverage
Horseshoe Bay Resort
Rossland, BC
- Full-time
…grow the business and build strong teams. The Director will help shape the future of both properties by strengthening standards, developing talent and finding opportunities to work smarter…
Added 1 day ago
H
General Help, Full Time
Havergal
Burnaby, BC
- Full-time
Assist with food preparation, set up and cleanup of chairs & tables, serving meals, delivering trays to residents, dishwashing and maintaining cleanliness of the kitchen.
Added 2 days ago
RH
Reception and Client Intake Administrator
Reception House
Kitchener, ON
- Contract
We currently have an exciting opportunity for a full-time contract Reception and Client Intake Administrator on our Settlement team. The Reception and Client Intake Administrator plays a…
Added 2 days ago
WF
Prepared Foods Team Member (Deli Service Counter & Culinary Venues) - Full Time
Whole Foods Market
Mississauga, ON
- Full-time
…descriptions. Team Leaders are required to spend significant time on the floor, engaging with customers, and pitching in to help whenever and wherever needed. All positions must strive to…
Added 3 days ago
LE
Quality Control Analyst - EN/KR Bilingual
LG Electronics Canada
Toronto, ON · North York, ON
- Full-time
…design, or innovative technology, our home appliances, including kitchen, laundry and lifestyle solutions, media entertainment products including televisions, sound bars, projectors,…
Added 3 days ago
C&
Administrator
Cushman & Wakefield
Saskatoon, SK
- Full-time
Midtown is seeking a full-time, customer service-oriented professional for a temporary position, up to 14 months. This role is responsible for delivering and maintaining a positive and…
Added 3 days ago
HM
Family Practitioner/General Practitioner
Health Match BC
Kelowna, BC
- Full-time
Teamwork: Bluebird Medical Clinic has 2 full time physicians and 1 part time physician.
Added 4 days ago
CG
General Help, Full time
Compass Group Canada
Toronto, ON
- Full-time
…glassware, pots, pans, trays, and utensils. You will ensure that the kitchen, work areas, and equipment are maintained in an orderly and sanitary…
Added 4 days ago
CG
General Help Full Time
Compass Group Canada
Mississauga, ON
- Full-time
Assist with food preparation, set up and cleanup of chairs & tables, serving meals, delivering trays to residents, dishwashing and maintaining cleanliness of the kitchen.
Added 4 days ago
CG
General Help - Full Time & Part Time
Compass Group Canada
Toronto, ON · Etobicoke, ON
- Full-time
- Part-time
Assist with food preparation, set up and cleanup of chairs & tables, serving meals, delivering trays to residents, dishwashing and maintaining cleanliness of the kitchen.
Added 4 days ago
Lupins BOH - Line Cook (Winter 2026-2027)
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North Vancouver, BC
Full-time, year-round positions are also eligible for these:
Added 4 days ago
Banquets BOH - Experienced 1st Cook (Winter 2026-2027)
Northland Properties
North Vancouver, BC
Full-time, year-round positions are also eligible for these:
Added 4 days ago
SC
first cook
Sodexo Canada Ltd
Wilcox, SK
- Full-time
Sodexo is growing! We are looking for a First Cook to join our dynamic team. This position is a full-time role. You will be offered is a great team environment, work/life balance and the…
Added 4 days ago
H
General Help, Full Time
Havergal
Sudbury, ON
- Full-time
Assist with food preparation, set up and cleanup of chairs & tables, serving meals, delivering trays to residents, dishwashing and maintaining cleanliness of the kitchen.
Added 4 days ago
TS
Cook
The Salvation Army Canada and Bermuda Territory
London, ON
- Part-time
Provide coordination to co-workers, students, or volunteers on food preparation and general kitchen maintenance when assigned and as directed, particularly in the absence of the supervisor.
Added 4 days ago
TS
Cook
The Salvation Army in Canada
London, ON
- Part-time
Provide coordination to co-workers, students, or volunteers on food preparation and general kitchen maintenance when assigned and as directed, particularly in the absence of the supervisor.
Added 4 days ago
CS
Office & Administrative Coordinator
Creative Structures
London, ON
- Full-time
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,…

Creative Structures

Office & Administrative Coordinator

London, ON, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 19, 2026
Experience: Minimum 2 years of office administration, administrative support, executive assistance, office coordination, or related experience
Working hours: 37.5 hours per week
Posting language: English
Posted: Oct 20, 2026

Original job description

Office & Administrative Coordinator

IE Design & Creative Structures

Location: London, Ontario

Position Type: Full-Time, Permanent

Work Environment: On-Site

Hours: 37.5 hours per week

About Us

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 QuickBooks 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 client records

Handle confidential financial, business, employee, and client information with discretion

Workflow Improvement & Technology

Use AI and digital tools to improve administrative workflows, productivity, and organization

Identify repetitive or manual administrative processes that could be simplified or streamlined

Use tools such as Microsoft Copilot, Gemini, and ChatGPT to support appropriate administrative tasks and workflow improvements

Explore new tools and technology that can improve efficiency across office operations

Apply good judgment when using AI tools, particularly when working with confidential, employee, client, or business information

Team & Leadership Support

Provide day-to-day administrative support to the Owners and Lead Architect

Help organize priorities, meetings, documentation, and follow-up items

Communicate professionally with architects, engineers, clients, consultants, vendors, and other external contacts

Follow up on outstanding administrative information and deadlines to help keep the team organized

Anticipate upcoming administrative needs and take initiative to address them

Support general office activities, team initiatives, and company events as required

Tools & Technology

Microsoft Outlook, Word, Excel, Teams

QuickBooks Online

Copilot

Gemini

ChatGPT

PDF and document management tools

Qualifications & Experience

Minimum 2 years of office administration, administrative support, executive assistance, office coordination, or related experience

Post-secondary education in Office Administration, Business Administration, or a related field is an asset

Strong working knowledge of Microsoft Office, particularly Outlook, Word, Excel, and Teams

Experience with QuickBooks Online or similar software is an asset

Comfortable using AI tools such as Microsoft Copilot, Gemini, ChatGPT, or similar platforms

Interest in using technology and AI to improve workflows, automate repetitive tasks, and increase efficiency

Experience supporting timesheets, invoicing, records, or basic financial administration is an asset

Strong written and verbal communication skills

Excellent organizational and time-management skills

High attention to detail and accuracy

Ability to manage multiple priorities and deadlines

Comfortable following up with team members and taking ownership of outstanding administrative items

Ability to handle confidential and sensitive information appropriately

What Will Help You Succeed

You are organized, dependable, professional, and comfortable taking ownership of your work. You communicate confidently and respectfully and aren't afraid to follow up when something needs to get done.

You are also curious about technology and enjoy finding better ways of doing things. You don't need to be an AI expert, but you should be comfortable experimenting with tools, learning new technology, and identifying opportunities to make everyday workflows more efficient.

You enjoy helping others stay organized, notice details that others may miss, and take pride in creating an office environment where people have what they need to do their best work.

Work Conditions & Physical Requirements

Full-time, 37.5-hour-per-week position

On-site at the London, Ontario office

Regular use of a computer, telephone, and other standard office equipment

Extended periods of sitting and computer-based work

Regular standing and walking within the office

Occasional bending and reaching associated with general office activities

Occasional lifting and carrying of office supplies, kitchen supplies, files, or materials

Regular interaction with employees, clients, visitors, and vendors in a professional office environment

Perks & Benefits

Comprehensive health benefits

Additional paid sick and personal days

Paid annual December holiday office closure

Additional paid holidays beyond statutory holidays

Two annual company parties and additional team celebrations

Collaborative, supportive, and close-knit team environment

Accessibility & Accommodation

IE Design and Creative Structures are committed to providing an accessible and inclusive recruitment process. Accommodation is available upon request for applicants with disabilities throughout the recruitment and selection process.

Recruitment Process

Beacon HR is supporting IE Design and Creative Structures with the recruitment and selection process for this opportunity.

AI Use Disclosure

AI-enabled tools may be used during the recruitment process to support interview transcription and note-taking. These tools are used for administrative purposes and do not make hiring decisions or independently assess, rank, or select candidates. Hiring decisions are made by the recruitment and hiring team.

Apply About employer

More about this job

Responsibilities

Coordinate daily office operations for two firms, including calendars, meetings, correspondence, records, supplies, employee spaces, and company events. Support the Owners and Lead Architect while managing timesheets, invoice administration, follow-ups, and opportunities to improve workflows using digital and AI tools.

Requirements

Applicants need at least two years of office administration, administrative support, executive assistance, office coordination, or related experience; post-secondary education in office administration, business administration, or a related field is an asset. Strong Microsoft Office skills, communication, organization, accuracy, confidentiality, and the ability to manage priorities and follow up are required; QuickBooks Online, financial administration, and familiarity with AI tools are assets.

Skills

Office Administration
Calendar and Meeting Coordination
Document Preparation and Proofreading
Records Management
Timesheet Administration
Invoicing
QuickBooks Online
Microsoft Office
Written and Verbal Communication
Organization and Time Management
Attention to Detail
Confidentiality
AI Tools
Event Coordination
Professional Follow-up

Benefits

Comprehensive Health Benefits
Additional Paid Sick and Personal Days
Paid Annual December Holiday Office Closure
Additional Paid Holidays Beyond Statutory Holidays
Annual Company Parties
Team Celebrations
Collaborative and Supportive Team Environment

Visa sponsorship

Not detected in the job text

Keywords

Office Administration
Administrative Coordination
Calendar Management
Meeting Coordination
Meeting Minutes
Document Preparation
Proofreading
Records Management
Timesheets
Invoicing
QuickBooks Online
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft Teams
Microsoft Copilot
Gemini
ChatGPT
Artificial Intelligence
Workflow Improvement
Process Streamlining
Confidential Information
Vendor Coordination
Event Planning
Employee Onboarding
Financial Administration
Architecture
Structural Engineering

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