Administrative Assistant

Public Architecture + Design Inc. is an award-winning architecture and design firm based in Vancouver, Canada. Established in 2008, we have a passion for building collective experience and memory. Our architecture projects range from residential, institutional, recreational, and cultural facilities including exhibits and galleries. For more information about PUBLIC please visit our website: publicarchitecture.ca.

Job Description:

We are currently seeking an Administrative Assistant for a part-time/full-time in-person position. Your experience, positive attitude, and passion for client service will ensure the day-to-day operations of our busy and vibrant office run smoothly and efficiently.

First impressions

§ Greet visitors, contractors, and clients

§ Respond to phone and email inquiries

§ Receive mail and coordinate deliveries

§ Monitor cleanliness of the common areas

Financial Administration

§ Administrate and coordinate invoices

§ Administrate expenses by receiving, processing and verifying invoices

§ Maintain historical records of all invoices, reports, receipts, and cheques by saving documents properly on the network

§ Perform bookkeeping tasks when required by the Administrator

§ Assist in administrating the payroll

Human Resources Coordination

§ Assist the Administrator in onboarding new staff members when required

§ Assist the Administrator in maintaining employee records and tracking vacation requests

§ Assist the Senior Associate with recruitment efforts when required

Office Administration

§ Liaise with the IT provider

§ Perform basic trouble shooting

§ Assist in coordination and organization of office meetings, events, and seasonal parties

§ Organize the office printer area, and waste management

§ Assist resource scheduling

§ Manage inventory and procurement

§ Assist in travel booking when required

§ Perform administration duties assigned by the Administrator

Executive Support

§ Assist the Principals and Associate Principal with administrative tasks when required.

§ Maintain a high level of confidentiality when performing tasks required by the Executive team.

Skills and Qualifications:

§ Diploma or degree from an accredited business administration program or equivalent. Preferably with a specialization in Accounting or Bookkeeping

§ At least 2 years of administrative experience in Architecture, Engineering, and Construction industries preferred

§ At least 2 years of bookkeeping and Sage 50 experience required

§ Strong knowledge of 365 Suite

§ Excellent communication skills and customer service

§ Knowledge in Professional Governance Act and Employment Standards Act preferred

§ Must be legally permitted to work in Canada

Salary Range:

50,000-55,000 for full-time. Salary commensurate with education and level of experience. We offer a competitive health benefits and vacation package, including an office winter holiday closure and professional development allowance.

Contact Info:

Please forward your resume and cover letter (max 10mb) with the subject heading: “Administrative Assistant-[Part-time/Full-time]” by email to: work@publicarchitecture.ca. While we thank all applicants for their interest, only those selected for interview will be contacted at this time.