Administration Assistant
We are seeking an Administration Assistant with advanced customer service, organization and planning, attention to detail, and decision-making skills to join our Administration Team. As a core member of the Admin Team, you will be expected to provide general administrative assistance and support to the Administration Manager, Office Manager, and Executive Assistant as well as maintain a professional and welcoming reception area. The role will be based at our Toronto office, with some remote working due to COVID-19.
Hariri Pontarini Architects is a leading Canadian, full-service architectural and interior design firm known for crafting buildings of enduring value. During the past 26 years, the studio has created a reputation in building strong relationships with clients and industry partners and has been recognized with over 80 national and international awards. Today, the 150-person practice continues to expand what is possible in architecture, supported by a team of talented architects, designers, project managers, BIM technologists, architectural visualizers, marketing, finance, administration, and human resource professionals.
If you are interested in joining our firm, please apply by forwarding your resume to nkhiabani@hp-arch.com.
Thank you for your interest in a career with Hariri Pontarini Architects.
Hariri Pontarini Architects is compliant with all standards set out in the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Hariri Pontarini Architects welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
As an Administration Assistant, you will be:
- Providing general administrative assistance and support to the Administration Manager, Office Manager and Executive Assistant;
- Handling confidential and sensitive matters in person, over the phone and in writing;
- Assisting in managing records of various financial transactions;
- Monitoring and ensuring that the reception area is kept neat and organized to reflect a professional environment;
- Answering, screening, and routing calls to the correct person;
- Setting up meetings by scheduling, booking board rooms and providing refreshments;
- Greeting visitors and directing guests to the appropriate destination;
- Keeping a record of visitors signing in and out of the office;
- Checking and signing for parcel deliveries, before informing the relevant member of staff of their arrival;
- Opening, sorting and distributing incoming mail, faxes, emails, and other correspondence;
- Assist with catering, providing refreshments for meetings in boardrooms;
- Reading and analyzing incoming memos, submissions, and distributing them as needed;
- Providing support for ordering office supplies (stationery and refreshments);
- Creating and maintaining administrative documents and templates; and
- Using various software, including MAC iOS, Adobe and Microsoft Office Suite.
As an Administration Assistant, you will have:
- 3+ years of experience in an Administration role supporting Executives;
- Extensive experience using both MAC iOS and Windows operating systems;
- Organization skills to prioritize a daily workload;
- The ability to meet deadlines in a fast-paced, quickly changing environment;
- A proactive approach to problem-solving with strong decision-making skills;
- Skills to work during frequent interruptions to your workflow;
- Experience working in a fast-paced environment and working under pressure;
- The ability to travel around the GTA for minor errands (company transportation will be provided); and
- Experience in customer service, organization and planning, attention to detail and decision-making.
As an Administration Assistant, you will need to have:
- A diploma or a bachelor’s degree in a related field;
- The ability to work independently and be self-motivated in working with little-to-no supervision; and
- Excellent verbal and written skills.