Office Coordinator

Integral Group - Victoria, BC (30+ days ago)

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(Victoria, BC)

A small (15) but quickly growing team of energetic green building design professionals.
A satellite office in a small city, while being part of a big company. We offer a great balance of friendliness and community in a small team environment, while also providing the opportunities, expertise, and stability of an international engineering firm.
An inclusive and progressive employer; our core values are TRUST, NURTURE, INSPIRE. Our team emphasizes open communication, holding each other accountable, and a healthy work-life balance.
In need of a new team member who will help bring excellence and "ease" to our day-to-day operations as we change and grow (including creating a brand-new office space in 2020)


Prepared to learn and grow quickly
Friendly, courteous, professional, and confident as a representative of our office and company
An effective multi-tasker, able to prioritize and balance wearing many different "hats"
A natural with technology, with a command of Microsoft Office applications
Someone with an eye for detail, who takes pride and ownership in their work
A champion for organization, efficiency, and clarity. Our team is growing rapidly, and our company's systems and standards are constantly evolving. You are self-motivated, creative, resourceful, and unafraid to ask questions
Passionate about innovation, sustainability, and environmental responsibility
Ready to bring energy, positivity, and enthusiasm into the workplace


We are looking for a new team member who can help us keep up with the demands of a growing consulting office, while maintaining a fun and easy-going team atmosphere. This position is a blend of:

office administration + reception duties
project administration
proposal writing
marketing tracking + event planning


Office Administration + Reception:
Attends reception desk and front office - meets and greets all visitors to the office, maintains tidy front-of-house, opens and closes office
Answers general inbound calls professionally and courteously and performs all switchboard tasks
Maintains internal calendars (e.g. team vacations, "lunch and learn" seminars, meeting room booking)
Receives and sends courier packages, hard-copy mail
Designated liaison with office equipment suppliers (e.g. copy machine)
Provides administrative assistance to office leadership (coordinate travel bookings with assistance of company travel agent, files expense reports, etc.)
Designated liaison with Building Owner/Landlord for day to day activities (reporting maintenance or security issues, posting notices, etc.)
Oversee ordering and delivery of office supplies, coffee, and food orders for special events

Project Administration:
Provides assistance with administrative work from design/project teams as required, including but not limited to the following tasks:
Prepare, word process, edit, format and proofread Integral documents including specifications, reports, letters, etc., using standard templates
Sort, organize, and file team documents using company cloud-based electronic system
Scan, copy, print documents
Arrange external print & plotting orders
Proposal Writing & Tracking
Prepares fee proposals with assistance and review from the Proposal Manager (based in Vancouver) and Office Leadership (based in Victoria) including but not limited to the following tasks:
Filing and organizing bid documents
Reviewing submission requirements (e.g. format and deadlines)
Using and updating project proposal templates and information (e.g. team resumes, project photos and descriptions, standard terms and conditions, etc.
Prepare, word process, edit, format, and proofread final submission documents using Microsoft Office and Bluebeam Revu
Using and maintaining company "CRM" tool for tracking the status of upcoming, active, and outstanding proposal opportunities
Maintaining communication around required process, outstanding information, action items, and inter-office/discipline coordination leading up to submission deadlines
Event Planning
Maintain calendar of internal marketing and external industry events
Lead organizer of client/marketing events (1-2 per year) including managing budget, vendors, venue, catering, rentals, licenses, etc.
Assistance coordinating staff events (up to 1x month)
Other similar duties as assigned by Team Leaders


College or University graduate preferred
1-2 years relevant experience (some familiarity and understanding of how the architectural/engineering/construction "AEC" industry works would be an asset – on-the-job training will be provided in this regard)
Excellent telephone manner, strong verbal and written communication skills
Generally strong fluency with technology in a PC and network environment, including working knowledge of Microsoft Office Suite (Word, Excel & PowerPoint) and Bluebeam Revu
Ability to produce quality documents quickly and to company standards using templates
Detail oriented and takes pride in standard of work, and quality of presentation
Word processing experience, with an accurate typing speed of 50 wpm or greater
Highly proactive, organized, able to multi task and prioritize to meet deadlines
Team player who takes initiative, thinks critically, asks questions, and is responsible for their own contributions
Mature attitude and professional demeanor


With over 800 staff globally and 21 locations in Australia, Canada, Europe, and the United States, our mission is to be the leading Deep Green consulting and engineering firm in the world.

United by a common sense of purpose and responsibility to our planet, our design approach was founded on and continues to be led by rapidly creating a more sustainable built environment for current and future generations.

Through an entrepreneurial spirit, we inspire each other to design better-performing buildings, accelerate design standards within our industry, and nurture careers that challenge the status quo.

To date, we have completed:
50+ LEED Platinum Certified projects
100+ Net Zero Energy projects
9 Living Building Challenge projects
Many more locally, regionally, and globally recognized sustainability credentials

Visit our website to learn more about the many services, sectors, industries, and climates we serve, and to learn more about all of our current project work.


Extended Health and Dental Benefits
Health Care and Personal Spending Accounts
Employee and Family Assistance Program
Half-Day Fridays
RRSP Matching
Fitness Allowance
Bike Storage Facilities
Headspace Membership
Company Sponsored Social Events
Participation in Community based Projects & Activities
Tuition Assistance/Professional Licensing/In-House Training
Paid Parental Leave Programme

Our company culture is built on a TRUST in each other to NURTURE careers and ideas that will INSPIRE us to do great things together. These values provide the foundation for a heathy work-life balance and a workplace environment that fosters creativity, authenticity, and excellence.

Read our Corporate Sustainability and Environmental Responsibility (CSER) report to learn more about our values, growth, goals.

Integral Group is an Equal Opportunity Employer

Candidates must be authorized to work in Canada

**Please read the job posting carefully and apply if you meet the minimum qualifications listed**