Senior Project Administrator

Senior Project Administrator

Toronto, ONAdministration Administrative Support / Full Time / HybridHere at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, and landscape architects who design for community wellbeing and urban vibrancy.

We are a fun-loving bunch of big thinkers and do-gooders, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next.

We’re always looking for passionate people who share our values and care as much about our communities as we do. We’re proud to be a Certified B Corporation, committed to using our design practice as a force for good in the world.

Explore and join us!Our Toronto Administration team is currently looking for a Senior Project Administrator to support various DIALOG Project Managers and projects.

The ideal candidate will have AEC industry experience, and strong relationship building and communication skills. In addition, as an active member of the DIALOG Administration team, there will be opportunities to manage or provide support for internal events and other administrative initiatives.

Please note : Ability to obtain Security Clearance may be a requirement for this role.

How you'll make a difference :

• Understand project scope and responsibilities by reading and understanding the client contract
• Drafting client and consultant agreements and preparing for review and execution
• Ensure document quality, accuracy, and compliance with internal procedures and standards
• Prepare, issue and track fee letters, project status reports, meeting minutes, agendas, and other regular project documentation as required by the Project Manager
• Assist Project Manager with implementing various project processes (e.g. internal quality control), as required
• Coordinate and assist with report compilation in InDesign, Word, and other software, including tracking, follow up, and publication, as required
• Provide Contract Administration support, including preparing CCDC documentation, setting up projects in Contract Administration software (ONWARE), training team members, filing documentations and submittals, and troubleshooting issues, as needed
• Coordinate with project accountants and project managers (internal, subconsultant, and external teams), regarding work in progress, invoices, proposals, service requests, purchase orders, reporting, and milestones
• Communicate with various project stakeholders (internal and external), including follow up and other forms of coordination as required
• Provide administrative project support to the project manager and partner-in-charge with other project-specific duties as needed (e.

g. maintaining tracking sheets, preparing room data sheet)

• Integrate and collaborate with studio teams across the practice, in support of DIALOG initiatives, branding and goals
• Actively participate as a member of the Administration Team and the Operations Team initiatives (e.g. internal event planning, Carbon reporting)

Who you are :

• Experience in the AEC Industry
• Advanced Microsoft Office Suite (including MS Project), Bluebeam, SharePoint
• An organized approach with intuitive protocols for others to follow
• Personable, professional manner with excellent communication skills
• Demonstrated experience with data entry, document control, and client support
• Meticulous attention to detail, capable of proofing documentation
• Maintain strong client and consultant relationships
• High computer literacy, ability to understand new software and adapt as practice changes
• Able to prioritize and manage time to meet tight deadlines
• Reliable and resourceful, a go to person for the team
• Work independently with minimal managerial supervision
• Embody DIALOG values (internally and externally)

Nice to have :

• Experience with Miro and InDesign
• Proficiency with Onware
• Demonstrated technical editing skills

Perks & Benefits Parental leave top-up programs for all parents upon the birth or adoption of a child, continued growth through Learning & Development support, RRSP matching and competitive medical and dental benefits coverage upon the first day of employment are just a few of the benefits that DIALOGers enjoy.