Office Administrator / Studio Operations Coordinator

Description of the company:

Our client is a small, design-driven architecture studio based in Toronto, known for thoughtful residential and urban projects. The practice focuses on context-sensitive design, zoning-driven development, and small to mid-scale projects including multiplex housing and infill.

The firm is led by a hands-on Principal and operates with a tight-knit, collaborative team. It’s the kind of studio where everyone wears multiple hats, decisions happen quickly, and your impact is very visible.

The studio is growing and the Principal needs a true right-hand person to bring structure, consistency, and operational clarity to the business.

This role exists because the firm is ready to move from “founder does everything” to having someone who actually owns operations, admin, and internal systems.

• Act as the central point of coordination for the studio (the person who knows what’s going on)

• Manage day-to-day office operations, scheduling, and general admin

• Create, document, and maintain SOPs for internal processes

• Keep project files, templates, and systems organized and up to date

• Support invoicing, basic bookkeeping coordination, and record keeping

• Help the Principal stay organized across deadlines, meetings, and priorities

• Improve internal workflows and flag inefficiencies

• Handle correspondence with clients, consultants, and city departments

• Maintain a professional and organized studio environment

• Extremely organized and detail-oriented

• Takes ownership and follows things through without being micromanaged

• Comfortable building systems from scratch (not just following them)

• Strong written and verbal communication

• Confident dealing with clients and external stakeholders

• Proactive, reliable, and calm under pressure

• Experience in an admin, operations, office manager, or coordinator role

• Experience in architecture, design, engineering, or construction

• Experience setting up SOPs or internal workflows

• Light bookkeeping or finance exposure

• Someone who genuinely enjoys being the “Donna” of the office