Administrative Assistant (Brook McIlroy)

About Us

Brook McIlroy is a progressive practice with a talented team of urban designers planners landscape architects and architects with offices in Toronto Winnipeg and Thunder Bay. Our multi-disciplinary approach addresses the complex requirements of contemporary community building with projects that span from large-scale urban visions to the detailed design of buildings landscapes civic infrastructure and public art. A specific focus of our practice is led by Indigenous architects artists and planners through the Indigenous Design Studio. Our clients span a fascinating array of diverse sectors including education arts and culture residential infrastructure mobility and healthy communities.

About the Role

As our operations expand we are seeking a detail-oriented and experienced Administrative Assistant to join our dynamic team. This role is crucial in working with Project Managers to prepare invoices in accordance with contracts managing our accounts receivable and payable processes ensuring accuracy of financial records and maintaining strong relationships with our customers vendors and consultants. The candidate will also provide support to our Principals and Office Manager as well as perform general administrative functions as required.

The ideal candidate is a self-starter and problem solver with initiative to learn and grow with a strong working knowledge of general accounting. Curiosity about processes and how processes can be made more efficient is essential.

Key Responsibilities

Administration & Project Coordination

• Assist in all aspects of day-to-day office administration
• Provide support to studio staff Project Managers and Principals as required
• Manage project setup and updates in our accounting and project management software (Ajera)
• Liaise with Project Managers to ensure accurate project billing and reporting
• Prepare reports meeting minutes and other documentation as required
• Assist in travel arrangements and event planning
• Perform general administrative tasks such as filing data entry and stocking the kitchen and supplies

Accounts Receivable & Accounts Payable

• Manage the full accounts receivable cycle including preparing monthly client invoices in collaboration with Project Managers tracking payments and following up on outstanding balances
• Manage the full accounts payable cycle including receiving and posting invoices coordinating approvals and ensuring timely payments
• Complete monthly credit card reconciliation
• Process staff expenses
• Process sub-consultant invoices in alignment with project billing
• Enter and maintain sub-consultant data in project management software to ensure accurate reporting and financial tracking
• Ensure the accuracy and integrity of financial records through diligent entry reconciliation and regular review of A/R and A/P transactions

Executive Assistance

• Manage calendars for Principals including scheduling meetings coordinating availability and booking appointments
• Assist in monitoring and managing the Principals email
• Prepare agendas and take minutes for internal meetings as required

Qualifications

• Diploma or degree in Business Administration Office Management or a related field
• 2-4 years of experience in office administration project coordination or executive assisting ideally within the architectural or urban design industries
• Strong working knowledge of accounts receivable and accounts payable processes
• Experience with cloud Accounting and Project Management software
• Proficiency in Microsoft Office Suite (Outlook Word Excel)
• Outstanding attention to detail and excellent organizational skills
• Strong verbal and written communication abilities
• Discretion in handling sensitive and confidential information
• Ability to work independently while contributing to a collaborative team environment

Benefits of Joining Brook McIlroy

We offer a vibrant studio culture rooted in creativity collaboration and interdisciplinary engagement.

Our team enjoys:

• Hybrid Work-from-home Option for flexibility and balance
• Group Health Benefits including a Health Spending Account for other eligible medical-related expenses
• Professional Membership Fee Reimbursement after six months of service
• Vibrant Studio Culture that promotes firm-wide and multi-disciplinary engagement and opportunities for in-studio learning with industry leading partners and principals
• Building Amenities and other benefits including bike storage fitness centre rooftop terrace and weekly catered lunch

Required Experience:

Manager