Client Services and Administrative Coordinator

Job description

Here 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 practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, 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](https://dialogdesign.ca/news-events/dialog-is-now-b-corp-certified/) and one of [Canada's Greenest Employers](https://dialogdesign.ca/news-events/dialog-named-canadas-greenest-employer-for-2025/#:~:text=Today%2C%20on%20Earth%20Day%2C%20we,sustainable%20design%20and%20climate%20action.), committed to using our design practice as a force for good in the world. Here 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 city-shapers, 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 and one of Canada’s Greenest Employers; committed to using our design practice as a force for good in the world. Explore our studios and join us! **Please note: Ability to obtain Security Clearance Level II is a requirement for this role.** ### How you'll make a difference: **Administration Support** - Provide administrative support to leadership, including calendar management, travel coordination, expense reporting, timesheets, and professional licensing administration. - Serve as the primary point of contact for employees, clients, and visitors, creating a welcoming and professional workplace experience. - Oversee day-to-day studio operations, ensuring meeting rooms, common areas, and workspaces are organized, functional, and presentation-ready. - Coordinate workspace assignments, seating plans, office moves, and hotel desk management. - Manage office, kitchen, and stationery inventory, ensuring supplies are maintained and readily available. - Coordinate studio calendars, internal meetings, and administrative processes to support operational efficiency. - Support accounts payable, document management, record keeping, and other administrative functions as needed. - Coordinate facilities services, maintenance requests, security access, and workplace-related projects in partnership with internal teams and external vendors. - Assist with workplace health, safety, security, and business continuity initiatives to maintain a safe and compliant environment. - Partner with People & Culture, Information Technology, and other teams to deliver a seamless onboarding experience for new employees. - Support employee engagement, wellness, sustainability, and community-focused initiatives that contribute to a positive workplace culture. - Plan and coordinate meetings, events, client functions, Lunch & Learns, and hospitality services, ensuring an exceptional experience for attendees. **Marketing & Proposal Support** - Support marketing, business development and proposal activities for the Ottawa studio and broader practice groups. - Draft, edit, proofread, and format proposal and marketing content, including project descriptions, resumes, team qualifications, and other pursuit-related materials. - Assist with the planning and execution of client events, sponsorships, conferences, networking opportunities, and other marketing initiatives. - Maintain and update business systems and records, including client relationship management (CRM) platforms, while coordinating courier and delivery services. - Collaborate with marketing and business development team members across DIALOG's studios on firm-wide campaigns, communications, and special projects . ### Who you are: - You have a minimum of three years’ administrative or marketing support experience working with company leaders; a graduate of a post-secondary administrative, business, communication or related program is preferred - You have intermediate to advanced skills in Microsoft Office programs including Word, Excel, PowerPoint, Outlook, and Teams (SharePoint an asset) - Experience using Adobe InDesign for proposal, presentation, and document production is strongly preferred. - Have a passion for delivering exceptional and professional client services - Excellent spoken and written communication skills - Must be organized and be able to prioritize, have the ability to multitask - Calm and experienced in solving problems in high-pressure situations - Self-motivated with effective management of competing priorities - Experience supporting marketing, business development, proposals, communications, or client service initiatives is considered an asset - Strong attention to detail and experience coordinating multiple deadlines, projects, and deliverables - You have had and/or are willing to obtain security clearance