Office & Administrative Coordinator

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.