Job Description

Are you a super-organized, high-performance individual looking to work with a growth-minded team of rockstars? If yes, then read on!

Spitfire Design Co. is looking for a Office Lead Administrator / Receptionist to join our team of Rockstars.

We are looking for a highly motivated individual to help us develop efficient administrative processes to set the groundwork for our fast growing company, we are always evolving. Being a smaller company (20+) we can offer the flexibility to do things how we best see fit, and change them when we don’t. If you are the type of person that likes a challenge and strives to make things better, and has a great teamwork focused approach. We would love to have you on our team.

Spitfire Design Co. is an experienced architectural firm that has produced construction documents in the Maritimes for over 13 years. Experience in the construction industry is an asset, but not required. We believe anyone with the right attitude can be an asset to our high performance team.

You must:

• Be a person with exceptional organizational skills. Focused on simplifying and improving processes.
• Strong leadership skills
• Be someone who is friendly, and puts people and customers first
• Have a high level of attention to detail and be able to keep track of information in a fast paced environment.
• Be able to manage tight deadlines, we strive to offer the best client experience we can. Getting things done efficiently is important to us.
• Be punctual and reliable.
• Be eager to do a variety of work and absolutely crush it
• Be good with technology and determined to learn new things quickly
• Have 5+ years in an Office Admin role
• Be fueled by the quality of your work and personal satisfaction of a job well done
• Be highly adaptable and driven
• Have excellent English communication skills. Being bilingual (English & French) would be an asset

Responsibilities

The daily responsibilities of this role include, but are not limited to:

• Lead the administrative team (2+ people)
• Greet guests at the reception and answer the phone.
• Provide general support to visitors / customer service to our clients.
• Provide general support to our staff.
• Act as the point of contact for internal and external clients
• Processes tracking and implementation
• Liaison with bookkeeper
• Organize and schedule appointments
• Write and distribute email, correspondence memos, letters and forms
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Coordinate RFP’s (request for proposals), CO’s (change orders) with clients and consultants.
• Prepare drafts of fee proposals and CO’s to be reviewed by management.
• Keep the office stocked up on supplies and organize staff events.
• Health Benefits Management.
• Assist with various administrative duties as needed.
• Write and distribute email, correspondence memos, letters and forms.
• Qualifications

Our ideal candidate has these top qualities and qualifications:

• You’re a leader, you love taking charge
• You're organized, friendly and work well in a team environment
• You're a scholar when it comes to written communication
• You're willing to go that extra mile for clients
• You must be comfortable with using a variety of new software technologies. (Trello, Google Docs, Word, Excel, etc.)
• You have to be smart, proactive, and resourceful. You're someone who can overcome a challenge by thinking outside of the box
• You have a passion for figuring things out with very little guidance
• You should possess excellent grammar, strong spelling abilities, and a keen eye for detail.
• All around, you're someone who has the drive and determination to do great things

Hit us up!

Job Type: Full-time

Benefits:

• Dental care
• Extended health care
• Life insurance

Schedule:

• 8 hour shift

Experience:

• Administrative Assistants & Receptionists: 2 years (preferred)

Work Location: In person