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Office Administrator / Studio Operations Coordinator

Axis Recruitment
Full-time
On-site
Toronto, Canada

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.

Why is this role open:

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.

Responsibilities:

  • 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

Must-haves:

  • 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

Nice-to-haves:

  • 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

On-Site
 
Salary: $60,000
 
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Compensation Disclosure
Compensation for all roles Axis recruits for is multi-faceted and based on a range of factors including experience, skills, location, and internal equity. In addition to base salary, the total compensation package may include performance-based bonuses, incentives, and a comprehensive benefits offering, in accordance with applicable Employment Standards Act (ESA) requirements. Final compensation will be discussed during the interview process. We do not request or consider compensation history. Accommodations are available upon request throughout the recruitment process.

At Axis, we consider all applications without regard to race, sex, age, colour, religion, nationality, disability, sexual orientation, gender identity, or any characteristic protected by law. We encourage you to apply even if you don’t meet every single requirement. We don’t post all of the open positions so you might be a fit for a different role!