Client Services and Administrative Coordinator
Posted Updated
Description
Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.
We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and one of Canada's Greenest Employers, committed to using our design practice as a force for good in the world.
Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share. We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, and landscape architects who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and one of Canada’s Greenest Employers; committed to using our design practice as a force for good in the world. Explore our studios and join us!
Please note: Ability to obtain Security Clearance Level II is a requirement for this role.
How you'll make a difference:
Administration Support
- Provide administrative support to leadership, including calendar management, travel coordination, expense reporting, timesheets, and professional licensing administration.
- Serve as the primary point of contact for employees, clients, and visitors, creating a welcoming and professional workplace experience.
- Oversee day-to-day studio operations, ensuring meeting rooms, common areas, and workspaces are organized, functional, and presentation-ready.
- Coordinate workspace assignments, seating plans, office moves, and hotel desk management.
- Manage office, kitchen, and stationery inventory, ensuring supplies are maintained and readily available.
- Coordinate studio calendars, internal meetings, and administrative processes to support operational efficiency.
- Support accounts payable, document management, record keeping, and other administrative functions as needed.
- Coordinate facilities services, maintenance requests, security access, and workplace-related projects in partnership with internal teams and external vendors.
- Assist with workplace health, safety, security, and business continuity initiatives to maintain a safe and compliant environment.
- Partner with People & Culture, Information Technology, and other teams to deliver a seamless onboarding experience for new employees.
- Support employee engagement, wellness, sustainability, and community-focused initiatives that contribute to a positive workplace culture.
- Plan and coordinate meetings, events, client functions, Lunch & Learns, and hospitality services, ensuring an exceptional experience for attendees.
Marketing & Proposal Support
- Support marketing, business development and proposal activities for the Ottawa studio and broader practice groups.
- Draft, edit, proofread, and format proposal and marketing content, including project descriptions, resumes, team qualifications, and other pursuit-related materials.
- Assist with the planning and execution of client events, sponsorships, conferences, networking opportunities, and other marketing initiatives.
- Maintain and update business systems and records, including client relationship management (CRM) platforms, while coordinating courier and delivery services.
- Collaborate with marketing and business development team members across DIALOG's studios on firm-wide campaigns, communications, and special projects .
Who you are:
- You have a minimum of three years’ administrative or marketing support experience working with company leaders; a graduate of a post-secondary administrative, business, communication or related program is preferred
- You have intermediate to advanced skills in Microsoft Office programs including Word, Excel, PowerPoint, Outlook, and Teams (SharePoint an asset)
- Experience using Adobe InDesign for proposal, presentation, and document production is strongly preferred.
- Have a passion for delivering exceptional and professional client services
- Excellent spoken and written communication skills
- Must be organized and be able to prioritize, have the ability to multitask
- Calm and experienced in solving problems in high-pressure situations
- Self-motivated with effective management of competing priorities
- Experience supporting marketing, business development, proposals, communications, or client service initiatives is considered an asset
- Strong attention to detail and experience coordinating multiple deadlines, projects, and deliverables
- You have had and/or are willing to obtain security clearance
Don’t meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification.
Perks & Benefits
Parental leave top-up programs for all parents upon the birth or adoption of a child, RRSP matching, competitive medical and dental benefits coverage upon the first day of employment, discounted memberships, encouraged work/life balance with gifted time off during the holiday season and Vacation Buy-Up program, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.
Professional Development
DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation™ supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities.
Equal Opportunity
DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.
Skills
As published by lever · 12 questions · 1 written answer
Basics
Resume/CV, Full name, Pronouns, Email, Phone, Current location, Current company, LinkedIn URL, Portfolio URL, Other website, Do you identify with a racialized or marginalized group?, Do you identify as Indigenous?, Are you a person with a disability?, What is your gender identity?, What is your sexual orientation?
Short answers (3)
- If you are open to relocating, please state your estimated relocation timeline. optional
- If you selected 'other', please specify: optional
- Base salary is one aspect of your total rewards package. What is your target base salary range?
Pick from a list (7)
- Are you legally authorized to work in the Country in which this position is located?
- Have you worked for DIALOG in the past?
- Are you currently located in the city or surrounding area where this position is based?
- If you answered no, please confirm if you would be open to relocating for this role. optional
- DIALOG operates in a hybrid work environment, with team members collaborating at least three days per week in the studio. We believe this approach helps foster creativity and connection. Does this work for you?
- How did you hear about us?
- This role requires Level 2 clearance. A background check for the past ten years will need to be completed. Do you see any concerns with this?
Written answers (1)
- DIALOG thrives on a high-collaboration environment, what does a 'thriving culture' look like to you, and what role do you play in creating it? optional
Attachments (1)
- If applicable, please upload a PDF version of your portfolio. Alternatively, please include a portfolio link with your application. optional