Website True North HR

Job Title: Office Coordinator, (Oshkaabewis Engineering)
Work Hours: Monday to Friday (35 hours per week)
Wage: $55,000 – $65,000 per annum
Anticipated Start Date: Immediate
Location: Collingwood, ON

Job Description

“Immediate for Hire”

About Oshkaabewis: We are a new majority Indigenous-owned professional business venture offering engineering and project management services in the building and development field. Oshkaabewis also offers Indigenous consultancy, engagement, and liaison services.

We are growing and seeking a Business Administrator/Communications Coordinator, reporting to the Head of Engineering.

The Business Administrator/Communications Coordinator has two distinct but complementary aspects: business administration and communications. Critical qualities will include self-motivation, the ability to set one’s own goals and implement them, to work under minimal management and direction while completing complex tasks within strict deadlines. The ideal candidate will have previous private sector experience, with special consideration for those who have worked successfully in architectural or building industry offices.

The Business Administrator/Communications Coordinator receives direction and works closely with the Principal Architect, Business Development & Projects Manager, and the Finance Officer. You may also assist project design leads in completing select tasks.

The long-term goal is for the successful candidate to develop a robust internal and external communications strategy with the direction of the Business Development & Projects Manager and the Principal Architect and to provide backup and support to the Finance Officer.

This position is based out of our office at 290 Hurontario Street, Collingwood, ON.

Compensation: $55K – $65K per annum (flexible based on level of experience)

We offer: Benefits coverage, including health, dental, vision care, AD&D, STD and LTD

Key areas of responsibility are:

RFPs – Proposals Production – Support for Business Development & Project Manager

· Assist with preparing proposal responses to client requests for proposals (RFPs)

· Review RFP documents for pertinent information, consolidating key points into a summary brief

· Prepare draft proposal submissions that include RFP-specific requirements

· Distribute and manage information in and out from external entities such as partnering firms, engineering, quantity surveyors, landscape architects, and other sub-consultants as required for each proposal. This may include requesting and distributing bios, images, CVs, quotations, proposal narratives and templates & firm profiles

· Assist in the preparation of interview presentations

· Attend debriefs of unsuccessful pursuits

· Periodically review documents with management and update as needed:

o Proposal document templates: images, text & content

o Promotional summary sheets for past projects

o Identify completed projects to be documented by video and/or photographs

o Review communication tools & presentations for graphic consistency


External Communications

Communicate with external entities on behalf of Oshkaabewis Engineering with direction from the Head of Engineering and Principal Architect:

· Be the first point of contact for new phone and email inquiries to the main office

· Update and maintain a comprehensive and categorized database of firm contacts (potential and past clients, sub-consultants, partnering entities)

· Assist with managing the firm’s social media presence

· Assist with the development and updating of documents to be used externally, such as publications, brochures, firm history & profile, CVs and bios & visual documentation of projects

· Contribute to the redevelopment and ongoing management of the SAI website; update the website periodically to publicize events, awards, accomplishments, and business developments

· Work with Oshkaabewis Engineering representatives in advance of presentations to develop a consistent presentation style and graphic character

· Prepare documentation supporting the submission of award applications

Events Coordination

Organize upcoming events:

· Public and/or speaking events, liaise with the event host to establish details & itinerary of events

· Arrange office internal events such as retreats and team-building gatherings

· Book travel. Coordinate dates & times with affected staff and with the direction of the Business Development & Projects Manager

· Strategize and implement targeted publicity announcements, press releases, and website updates about upcoming events


Internal Communications

Support internal communications:

· Coordinate & consolidate the Head Engineer’s calendar & communicate with external entities to schedule meeting dates

· Assist project leads with preparing project documents and deliverables such as specifications, reports, summaries, and meeting minutes

· Collaborate with the Head Engineer, Principal Architect & the Finance Officer to develop documentation for employee manual & office policies

· Collaborate with Business Development & Projects Manager to develop documents outlining digital production standards (CAD standards)

Finance Officer Support/Backup

Act as a backup to the Finance Officer as needed:

· Invoicing

· Payroll

· Project cost reporting

· Preparing sub-consultant quotation summaries to include in proposals

· Preparing fee quotations to include in proposals



The ideal candidate for this position will have the following qualifications:

  • A post-secondary education in business administration, management, office administration, or a related field
  • Post-secondary education in graphic design would be a tremendous asset
  • A minimum of 5 years of previous private-sector experience in a similar role
  • Previous experience working in an architectural or engineering office in a similar role would be highly desirable
  • Excellent attention to detail, organizational, and time management skills
  • Exceptional problem-solving abilities
  • Solid experience in Microsoft Office (Word, Excel, PowerPoint, Outlook & Teams) & Google Suite (Drive, Sheets, Docs & Slides)
  • Proficiency with Adobe InDesign and Squarespace Website Creator
  • Experience with any of the following would be considered vital assets: Adobe Illustrator, Photoshop, BQE Core, QuickBooks, Microsoft OneNote & Bluebeam Revu
  • Strong project management skills
  • Collaborative and team-oriented attitude
  • Ability to prioritize multiple tasks and competency to see projects through to completion
  • Flexibility, versatility, and proven ability to effectively manage change in a fast-paced environment
  • A mature, self-starter who remains calm under pressure and is comfortable working with minimal oversight and tight deadlines
  • Able to act with integrity, professionalism, and confidentiality
  • Excellent verbal and written communication skills
  • Excellent interpersonal and conflict resolution skills
  • Strong analytical and problem-solving skills
  • Impeccable attention to detail is an absolute must
  • Candidates must be legally eligible to work in Canada

We would love to hear from you if you want to learn more about this exciting opportunity! Qualified Indigenous applicants are encouraged to apply.

Oshkaabewis Engineering is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. We encourage you to contact us if you require accommodation in the recruitment process or need this job posting in an alternative format.

While we appreciate all interest, only those candidates selected for an interview will be contacted.


Employer: True North HR
How to Apply:
Date Posted: March 1, 2024 Posting Expires: April 2, 2024

 *This posting has been provided by an external Employer.

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