Posted 52 months ago
Administrative Assistant
@ Ware Malcomb
Vaughan, Ontario
Overview
Ware Malcomb, a commercial real estate design firm, is hiring a full-time Administrative Assistant to support its Canada Region offices in Vaughan, Toronto and Ottawa. The work covers scheduling, mail and office support, Deltek Vantagepoint and Newforma project administration, and help with proposals and invoicing. The posting asks for 3 years of administrative or marketing experience, preferably in architecture or engineering.
Responsibilities:
- Schedule meetings, events and client interviews for the Canada Region offices
- Maintain conference room calendar and book rooms and equipment
- Sort, distribute and prepare daily incoming and outgoing mail and FedEx
- Assist with proposals, billing and invoicing, and Deltek project reports
- Keep offices stocked and organized, especially in Vaughan
Requirements summary:
- 3 years of administrative or marketing experience, preferably in architecture or engineering
- Strong Microsoft Office and internet skills
- Excellent verbal and written communication skills
- Ability to work under pressure and multitask
- Adobe Suite, CRM or database experience is an asset
Tools & skills
Source and dates
Employer career site / ATS feed · lever
- Employer posting date
- 2022-07-28
- First seen by our source
- 2026-11-05
- Source record updated
- 2026-11-05
These dates describe the source record, not a live verification that the employer is still hiring. Check the original posting.
Job details
| Seniority | Mid level |
| Department | Administrative |
| Experience | 3+ years |
| Hours per week | 40 (estimated) |
| Schedule | day |
| Travel | air: none · ground: none |
| Work setting | Office |
| Position | Sitting and standing |
| Physical demands | physical low · computer high |
| Languages | English |
Summary and details written by AI from the posting; the employer’s posting is the authority.
Ware Malcomb
Saved company profile
Historical company information from a saved The Jobs API profile (LinkedIn/Crunchbase fields). It is not live-verified; figures may have changed. Missing values remain unknown.
Leading Design for Commercial and Corporate Real Estate
Full company description
Established in 1972, Ware Malcomb is a dynamic, forward-thinking design firm offering streamlined architecture, interior design, branding, and engineering services across the Americas. Driven by innovation and collaboration, our company delivers strategic design solutions that elevate the client experience. With office locations throughout the United States, Canada, Mexico and Brazil, our firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects. Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and a Newsweek Greatest Midsize Places to Work. Our company is also ranked among the top 15 architecture/engineering firms in Engineering News-Record’s Top 500 Design Firms and the top 25 interior design firms in Interior Design magazine’s Top 100 Giants.
- LinkedIn followers
- 61,149
- People associated on LinkedIn
- 964
- Reported office locations
- International Design Firm, International Design Firm, US
- 10 Edelman, Irvine, CA 92618, US
- 915 Wilshire Blvd. 2150, Los Angeles, CA 90017, US
- 3911 Sorrento Valley Blvd, Suite 120, San Diego, CA 92121, US
- 4683 Chabot Drive, Suite 300, Pleasanton, CA 94588, US
- 1700 Montgomery St, Suite 108, San Francisco, California 94111, US
- 3015 112th Avenue NE, Suite 205, Bellevue, Washington 98004, US
- 2777 E Camelback Rd, Suite 325, Phoenix, Arizona 85016, US
- 900 South Broadway, Suite 320, Denver, Colorado 80209, US
- 1233 W Loop S, Suite 1170, Houston, Texas 77027, US
- 1315 22nd St., #410, Oak Brook, Illinois 60523, US
- 230 W Huron St, Ste 410, Chicago, Illinois 60654, US
- 110 Edison Place, Suite 303, Newark, New Jersey 07102, US
- 15 Roszel Road, Suite 109, Princeton, New Jersey 08540, US
- 45 West 21st Street, 6th Floor, New York, New York 10010, US
- 15150 NW 79th Ct, Suite 202, Miami Lakes, Florida 33016, US
- 3520 Piedmont Rd NE, Suite 290, Atlanta, Georgia 30305, US
- Culiacan 123, 11th Floor, Suite 1107, Col. Hipodromo Condesa, Mexico City, Mexico 06170, MX
- 250 University Avenue, Suite 226, Toronto, ON M5H 3E5, CA
- 1919 McKinney Ave, Suite 100, Dallas, Texas 75201, US
- 1301 K St NW, Washington, District of Columbia 20005, US
- 6220 Hwy 7, Suite 301, Vaughan, ON L4H 4G3, CA
- 875 N High Street, Suite 300, Columbus, Ohio 43215, US
- 310 Mìwàte Private, Unit 100, Ottawa, Ontario K1R 0E2, CA
- 3401 Mallory Lane, Suite 100 & 200, Franklin, TN 37067, US
- Rua Flórida 1703 – Cidade Monções Conjunto 62, São Paulo, Brazil 04565-001, BR
- Av. Eugenio Garza Sada #3820, Piso 8 Col. Mas Palomas, Monterrey , N.L 64780, MX
- 1999 S Bascom Ave, Suite 700, Campbell, California 95008, US
- Business categories
- Legal
- Consulting
- Other recorded names
- Ware Malcomb
- Specialties
- architecture
- interior design
- civil engineering
- branding
- LEED
- planning
- WELL Building Standard
- building measurement
- workplace strategy
- MEP engineering
- and structural engineering
- Profile identifies a recruitment agency
- No
- Reported total investment
- 0
Currency and observation date were not supplied; this is not a current valuation or a funding round.
Established in 1972, Ware Malcomb is a dynamic, forward-thinking design firm offering streamlined architecture, interior design, branding, and engineering services across the Americas. Driven by innovation and collaboration, our company delivers strategic design solutions that elevate the client experience. With office locations throughout the United States, Canada, Mexico and Brazil, our firm specializes in the…
| Field | Value |
|---|---|
| Industry | Design Services |
| Company size | 501-1,000 employees |
| Headquarters | International Design Firm |
| Organization type | Privately Held |
| Year founded | 1972 |
| Specialties | architectureinterior designcivil engineeringbrandingLEEDplanningWELL Building Standardbuilding measurementworkplace strategyMEP engineering |
| Open jobs on Jobsy | 6 |
| View page |
Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/
The role of the Administrative Assistant is to provide support to the offices in the Canada Region for Ware Malcomb (Vaughan, Toronto, and Ottawa). Responsibilities include supporting the Region in day to day administrative activities. This includes scheduling meetings, events, presentations & client interviews. Assisting with client/visitor interface, preparation of proposals and overall office policy & protocols.
Your Role
- Assist in maintaining office appearance
- Assist in scheduling team events/outings for each office
- Maintain conference room calendar and assists with booking conference rooms and equipment for meetings as required
- Sort/distribute/prepare daily in/outgoing mail/FedEx
- Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
- Learn office software systems such as Deltek Vantagepoint, OpenAsset, etc.
- General office support to include ensuring that office supplies are well stocked for each office & general office organization and tidiness for the Vaughan office.
- Help with opening project numbers in Deltek Vantagepoint
- Assist with preparing proposals
- Assist with billing/invoicing
- Assist in running Project reports from Deltek Vantagepoint
- Help with intake, filing & distribution of project related material submittals in Newforma
Qualifications
- 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office
- Ability to work under pressure and maintain composure is essential
- Ability to multitask
- Ability to interface courteously and efficiently with staff/visitors
- Excellent verbal and written communication skills are essential
- Strong computer skills, including Microsoft Office programs and Internet skills, are essential
- Experience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus
- Experience with proposal/technical writing preferred
This is a full-time, long-term position.
Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.
The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.
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