Architecture49 is a multidisciplinary firm specializing in architecture, urban design, and planning.
Provide admin support to PM, handling docs, schedules, invoicing for defence projects.
13 days ago ago
Expert & Leadership (13+ years)
Full Time
Ottawa, Ontario, Canada
Hybrid
Company Size
500 Employees
Service Specialisms
Architecture
Interior Design
Urban Design
Landscape Architecture
Planning
Sustainability
Project Management
Building Information Modeling (BIM)
Sector Specialisms
Education
Healthcare
Science and Technology
Security and Defence
Sports and Entertainment
Transportation
Role
Description
document control
shop drawings
rfi tracking
budget tracking
quality check
reporting
Prepare meeting agendas, send invites, attend meetings, and take minutes.
Archive project documents and coordinate lessons learned reviews at project completion.
Prepare and issue reports, correspondence, and transmittals; track and file submissions.
Track and coordinate shop drawings, RFIs, and change management documentation, enforcing contract timelines.
Assist with preparation and review of payment certificates and project close-out documentation.
Create and update project logs, including decision, action item, and risk registers.
Support tender and construction stages by preparing and issuing tender documents, attending kick-off meetings, and ensuring compliance with Construction Act requirements.
Track project deadlines, set reminders, and support the preparation and maintenance of budgets and schedules.
Quality check deliverables and drawings for correct naming, revision numbers, and template use.
Serve as the assistant to the Project Manager for all administrative tasks.
Monitor and maintain the organisation of project folders; collect missing documents from team members.
Upload, organise, and maintain all contract documents and project records on the drive and SharePoint.
Assist with invoicing, including reviewing draft invoices for accuracy.
Requirements
microsoft 365
sharepoint
security clearance
bilingual
project coordination
proactive
Experience in project coordination or administration, ideally within the architecture, engineering, or construction sectors.
Ability to communicate clearly and uphold standardised document naming and filing practices.
Ability to obtain Reliability and Secret level security clearance (mandatory).
Bilingualism (English and French) is considered an asset.
Proactive, adaptable, and able to identify process improvements.
Familiarity with contract timelines, submission protocols, and the Construction Act (Ontario) is an asset.
Confident in meeting facilitation, minute-taking, and supporting project teams.
Capable of working collaboratively with multidisciplinary teams and managing multiple priorities.
Strong organisational skills with meticulous attention to detail and document control.
Proficiency with Microsoft 365 and SharePoint.
Professional demeanour and commitment to maintaining high standards of project administration.
Benefits
Ongoing training program.
Competitive salary based on experience.
Flexible hours and summer schedules.
Vacation according to experience.
Share purchase and RRSP matching programs.
Comprehensive group insurance plan.
Training + Development
Information not given or found
Interview process
Information not given or found
Visa Sponsorship
Information not given or found
Security clearance
must obtain reliability and secret level security clearance (mandatory).
Company
Overview
40 years
Experience
The company has been providing innovative design solutions for over 40 years.
known for its innovative and sustainable approach to architecture, urban design, and planning.
works on projects of all scales, from private buildings to large-scale urban development.
serves a wide range of sectors, including residential, commercial, public, and infrastructure projects.
experts in various fields, such as education, healthcare, and government, delivering complex projects.
takes a collaborative approach, integrating multidisciplinary teams for creative and functional designs.
has completed notable projects, including transformative public spaces, iconic government buildings, and forward-thinking urban developments.
Culture + Values
Creative, responsive, and collaborative
Commitment to excellence
Passion for design
Client-focused approach
Continuous professional growth
Emphasis on sustainable solutions
Innovative leadership in architecture
Environment + Sustainability
Net-Zero by 2050
Carbon Emissions Target
The company has set a goal to achieve net-zero carbon emissions by the year 2050.
Commitment to sustainable and environmentally responsible design
Focus on reducing environmental impact through energy-efficient designs
Incorporation of renewable energy sources in projects
Use of low-carbon building materials
Advocacy for sustainable practices within the architecture community
Inclusion & Diversity
Fostering a culture of inclusivity
Gender balance in leadership roles
Promotion of a diverse and respectful workplace
Prioritizing equal opportunities for all team members