Administrative Operations Manager
Miles Employment Group
4 days ago
Temporary
On-site
Vancouver, British Columbia, Canada
ADMINISTRATIVE OPERATIONS MANAGER
12 Month Contract | Vancouver, BC
Architecture & Design Firm
Miles HR is pleased to recruit on behalf of a reputable Vancouver-based architecture and design firm. This is an exciting 12 month contract opportunity for an organized, proactive, and detail-oriented professional to step into a dynamic Administrative Operations Manager role within a creative studio environment.
ABOUT THE ROLEReporting to the Principal, the Administrative Operations Manager will play a central role in keeping the studio's operations running smoothly. This position combines project administration, financial tracking, client communications, and office support — making it ideal for a versatile professional who thrives in a fast-paced, creative environment.
KEY RESPONSIBILITIESInvoicing & Financial Administration
WHAT YOU BRING
12 Month Contract | Vancouver, BC
Architecture & Design Firm
Miles HR is pleased to recruit on behalf of a reputable Vancouver-based architecture and design firm. This is an exciting 12 month contract opportunity for an organized, proactive, and detail-oriented professional to step into a dynamic Administrative Operations Manager role within a creative studio environment.
ABOUT THE ROLE
KEY RESPONSIBILITIES
- Manage company-wide invoicing, ensuring all stakeholders are included and kept informed
- Track extras and hourly billing with accuracy and consistency
- Prepare monthly profitability reports
- Issue change orders to clients and maintain a clear, numbered change order tracking system
- Support accounts receivable and collections, including drafting correspondence and liaising with legal counsel as required
- Work closely with the accounting team to ensure accurate financial records
- Review and track project budgets in depth
- Review staff hours and flag variances as required
- Track all prospect jobs and maintain up-to-date pipeline records
- Draft all proposals and manage the timely distribution and presentation of proposals to clients
- Manage and maintain the Mosaic database
- Establish and implement invoicing and reporting systems within Mosaic
- Train staff on how to effectively use Mosaic
- Establish a standardized invoicing system for the affiliate company
- Report on affiliate company project profitability
- Issue standard change orders using an easy-to-track numbering system
- Manage change order tracking and requests for payment
- Develop and implement proposal standards for the affiliate company
- Manage the firm's social media presence across LinkedIn, Instagram, and Facebook
- Coordinate site signage with relevant team members
- Provide front desk relief and general office support as needed
WHAT YOU BRING
- 2+ years of experience in a project coordination, office management, or studio administration role
- Strong financial acumen with hands-on experience in invoicing, billing, and budget tracking
- Exceptional organizational skills with the ability to manage multiple priorities simultaneously
- Experience drafting proposals, change orders, and professional client correspondence
- Proficiency with project management or time-tracking software (experience with Mosaic is an asset)
- Comfortable managing social media accounts in a professional context
- Excellent written and verbal communication skills
- Experience in an architecture, design, engineering, or related professional services environment is preferred
- A proactive, solutions-oriented approach and a high degree of initiative
WHAT'S ON OFFER
- Maternity leave contract position with a target start date of late April to early May 2026
- Salary up to $70,000 CAD, commensurate with experience
- Collaborative, creative studio environment in Vancouver, BC
- Opportunity to contribute meaningfully to a well-established design firm