For more than three decades, KPMB Architects has evolved in response to a changing world and worked to change it for the better. Guided by our purpose and anchored by our values, KPMB crafts design solutions that catalyze positive change.

As a full-service practice working across Canada and the United States, we provide expertise in building design, interior design, master planning, workplace strategy, public engagement, and sustainable design. KPMB has designed and delivered projects totaling more than 31 million square feet in a diverse range of sectors, including education, healthcare, scientific research, arts and culture, government, corporate, hospitality, recreation, and mixed-use development.

With uncompromising rigour and close attention to the increasingly complex needs of the world around us, our diverse team devotes their expertise, passion, and creativity to solve today’s challenges and unlock new opportunities for our clients and the communities we serve.

 

The role / What are we looking for?

KPMB is seeking a highly organized and detail-oriented Administrative Coordinator professional to join our team. This administrative role is integral in ensuring that our architectural projects are executed efficiently and effectively, by supporting the Management team with the administrative elements of project coordination. The ideal candidate will demonstrate exceptional organizational, data management and coordination skills, along with the ability to oversee document collection and delivery and maintain clear communication with relevant stakeholders. The role demands a proactive, self-motivated individual who demonstrates initiative.

You will work closely with the project management team to ensure that all contractual obligations are met, mitigate contractual risks, ensuring all project documentation is meticulously organized and processed. Ultimately, you will contribute to the successful delivery of our projects and internal processes, keeping the team informed and on track with contractual deliverables and regulatory requirements.

 

Select key responsibilities:

Data and Document Management

• Review and interpret project contracts, ensuring that documentation is completed and aligns with contractual obligations.
• Coordinate contract deliverables, ensuring that all parties adhere to agreed timelines and quality standards.
• Input project-related data into applicable systems, and forms following both internal processes and ensuring external project collaborators provide the required information in a timely manner.
• Work closely with the project lead team to maintain accurate records of all required documentation, ensuring that all documentation complies with company standards and applicable regulatory requirements.
• Track and monitor upcoming deadlines for contractual deliverables, ensuring that the team is aware of and prepared for all key dates.
• Coordinate and submit required documentation for contract closeout, including final inspections, certifications, and warranties.

Risk Management:

• Identify potential risks related to contract execution and bring awareness to the project management team to implement strategies to mitigate these risks.
• Ensure that any changes to the project scope (change requests) are tracked, documented, communicated, and reflected in updated contract agreements.

Stakeholder Communication:

• Take detailed minutes during internal and external meetings, ensuring all action items are clearly documented and distributed to relevant stakeholders.
• Maintain accurate and detailed records of all contract-related communications, amendments, and approvals.
• Prepare and present reports on contract performance, progress, and any issues that may impact project timelines or costs, or contractual obligations.

 

Candidate Profile + Qualifications

• Bachelor’s degree or Diploma in Business Administration, Office Management, or a related field
• A minimum of 5 years of experience in a similar administrative role
• Ability to multitask, managing a high volume of work and competing deadlines in a fast-paced environment
• Proficiency with MS Office Suite, Bluebeam
• Outstanding organizational, project coordination, and administrative skills
• Ability to work well in a collaborative team environment
• Excellent verbal and written communication skills
• Praised to have problem solving and critical thinking skills
• A self-starter who demonstrates initiative

 

Why work with us

Founded in 1987, KPMB Architects has evolved a diverse portfolio of architectural projects with a focus on building healthy, vibrant cities and communities. KPMB has grown to 100+ employees and is recognized for its highly collaborative, supportive, and with a wide variety of experience and education. Some of our team members have grown with the firm from the beginning of their careers to become leaders, while others have joined at various points in their career and bring new ideas and approaches. We provide a learning environment where teaching, mentoring, and collaboration is a part of our DNA. At KPMB, there are many opportunities to share your many skills, get involved in firm activities outside of project work, and contribute to our initiatives that give back.

KPMB is committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. KPMB Architects is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, or any other protected status.

 

How to apply

Please submit your CV and Portfolio to careers@kpmbarchitects.com

We will contact candidates whose experiences and enthusiasm best match the requirements for the role. KPMB is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please outline those requirements in the body of your email when you submit your application.

Job Type: Full-time

Pay: From $50,000.00 per year