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Company Description

We are a global team of dedicated and experienced architects, engineers, planners, designers and technology professionals who share a common desire - to help our clients create livable, sustainable, and advanced urban environments.

From high-rises to industrial buildings, schools to state-of-the-art hospitals, transit stations to highways, airports to toll systems, bike lanes to parks, we design every aspect of a truly integrated city for people to live, work, and play.

With over 3,000 employees and 60+ offices around the world, we understand what it takes to work locally and scale globally.

At IBI, we're defining the cities of tomorrow.

Job Description

Here's how we work:

IBI Group's Vancouver is looking for a Administrative Assistant to assist with project support duties on current Architectural projects and other regular administration duties. The ideal candidate will have experience in a similar role, and possess proficiency in Microsoft Office: Sharepoint, Office 365 Word, Excel and Outlook and strong typing skills. In addition, possess strong organizational and problem-solving skills and a keen eye for detail.

Most of the things you'll work on:

  • Maintaining project lists and contact lists, including data inputs into company CRM program
  • Project filing and other document handling as required
  • Assisting with progress draws and change orders, in support of architectural jobs
  • Assisting with document management regarding submissions for permits and occupancy
  • Coordinating meetings, assisting with submissions and other architectural tasks as required
  • Handling switchboard and reception as lunch / break fill-in and vacation coverage
  • Assisting with courier and fax distribution
  • Assisting with supply orders, equipment maintenance, kitchen/coffee/dishwasher support
  • Coordinating reference librarian and product reps visits
  • Working with Urban Design, Engineering, Marketing, Graphics as well as Architectural teams
  • Other duties as required


You'll Need to Have:

  • Minimum 3-5 years' experience working in a large office or work environment
  • Highly capable with Microsoft Office Suite
  • Familiarity with Sharepoint and O365
  • Abilities with Mac and PC preferred
  • Information managements skills (filing systems, IT processes, etc)
  • Confident, socially comfortable with people
  • Energetic, diplomatic, flexible problem-solving mindset
  • Self-directed, ability to determine task priority, necessity, etc.
  • Keen interest in learning and mastering new skills
  • Quality Management driven
  • Architectural / Engineering / Real Estate Development experience helpful

Additional Information

Due to COVID 19, we have implemented a work from home model until we return to the office. When we return to the office, you must be able to commute to our location at 1285 West Pender Street, the IBI Group Vancouver office is in the historic and architecturally significant Evergreen Building in the heart of downtown Vancouver. The office is public transit and cyclist-friendly with the SkyTrain just an 8-minute walk away and a secure IBI Group bike room on the first floor.

IBI Group provides a competitive benefit package and pays association dues and licensing fees.

As an Equal Opportunity Employer, we are proud to support the growth and equality of our people through initiatives like our Mentorship Program, Global Women's Network, and Diversity & Inclusion Council. We welcome applications from all suitably qualified candidates regardless of age, race, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, religion or belief, sex and sexual orientation. We thank all applicants for their interest. However, only those selected for an interview will be contacted.

As part of IBI Group's selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer. These could include: work references, education and credential confirmation, employment verification, identity check, credit report, criminal offence and driver's license record. Candidates will also need to confirm they are fully vaccinated in accordance with IBI Group's mandatory vaccination policy in Canada

We request applicants submit RESUME highlighting relevant work experience; please limit PDF files to 10MB. We thank all applicants for their interest. However, only those selected for an interview will be contacted. IBI Group is proud to be an Equal Opportunity Employer.

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