Office Administrator

About us

For more than three decades, KPMB has evolved in response to a changing world and worked to change it for the better. Guided by our purpose and anchored by our values, KPMB crafts design solutions that catalyze positive change.

As a full-service architectural and design practice working across Canada and the United States, we provide expertise in building design, interior design, master planning, workplace strategy, project management, stakeholder engagement, and sustainable design. KPMB has designed and delivered projects totaling more than 31 million square feet in a diverse range of sectors, including education, healthcare, scientific research, arts and culture, government, corporate, hospitality, recreation, and mixed-use development.

With uncompromising rigor and close attention to the increasingly complex needs of the world around us, our diverse team devotes their expertise, passion, and creativity to solve today’s challenges and unlock new opportunities for our clients and the communities we serve.

The role

KPMB is seeking a part-time Office Administrator to join our office in Cambridge, Massachusetts three days a week. Reporting to the Principal-in-charge in Cambridge, with operational oversight from the Director, People & Culture in Toronto, the Office Administrator keeps the office running smoothly, managing day-to-day operations, and providing administrative support to the Cambridge team.

The role serves as the first point of contact for visitors and employees and supports a range of office and operational functions. Working closely with the Cambridge leadership and in coordination with team members across Finance, People & Culture, and Administration, the Office Administrator plays a central part in creating an efficient, welcoming, and well-supported workplace.

The ideal candidate is highly organized, proactive, service-oriented and enjoys balancing multiple priorities in a collaborative, fast-paced environment.

Select key responsibilities:

Office coordination & support:

• Manage day-to-day operations of the Cambridge office, maintaining a professional, organized, and well-kept workplace.
• Serve as the primary point of contact for office inquiries, visitors, clients, and consultants, and as the liaison between the Cambridge office and headquarters (Toronto).
• Manage office supplies, equipment, and inventory, track office expenditures against budget, and oversee vendor relationships and service contracts. Coordinate facilities maintenance and service requests with building management, vendors (e.g., printing, onsite technical support), and service providers for timely resolution.
• Respond to employee inquiries regarding company policies and procedures, escalating matters requiring interpretation or clarification to the Director, People & Culture (Toronto).
• Coordinate onboarding and offboarding logistics, including new-hire documentation and I-9 verification, workstation setup, office orientation, equipment, and access card set-up/retrieval. Organize and support office events, team activities, employee engagement initiatives, and Cambridge specific internal communications, in alignment with firm-wide culture and initiatives.
• Coordinate workplace Health and Safety requirements, including inspections, incident tracking and compliance with Massachusetts and federal safety standards.
• Administer building access and security, including keycard management, and serve as fire warden for the Cambridge office.
• Schedule and host product representative lunch-and-learns, and track AIA continuing education credits for staff.
• Maintain the materials library, keeping samples organized and current and coordinating the return or disposal of outdated product literature.

Administrative support:

• Monitor timesheet compliance in Deltek Vantagepoint, sending reminders and following up with staff to meet submission deadlines.
• Coordinate meeting logistics, travel arrangements, and calendar support for the Principal-in-charge and team, as required.
• Prepare for meetings, including catering coordination and audiovisual setup as needed.
• Prepare, edit, and format correspondence, reports, presentations, and other business documents, as required.
• Manage incoming and outgoing correspondence, including emails and phone calls, with timely follow-up.
• Maintain organized electronic and physical filing systems and support document management, in alignment with firm standards.
• Assist with license renewals, registrations, memberships, and other administrative tracking requirements.
• Support firm and office-wide communications, announcements, and administrative initiatives.
• Assist leadership with special projects and operational initiatives, as required.

Backup accounting support:

• Prepare and submit expense reports for the Principal-in-charge using Deltek Vantagepoint, collecting receipts and coding expenses to the correct project codes.
• Review Cambridge staff expense submissions for complete receipts and accurate project coding, flagging issues, or discrepancies to the Finance team.
• Collect, track, and forward consultant and vendor invoices for the Cambridge office to the Finance team for processing.
• Maintain organized local financial records and payment documentation.
• Provide backup support to the Toronto Finance team on accounts payable, accounts receivable follow-up, and routine accounting administration as needed.

Candidate Profile + Qualifications

• 2-5 years of experience in an office administrative or a similar administrative support role.
• Exceptional organizational and time-management skills, with the ability to manage competing priorities and deadlines.
• Proficiency in Microsoft 365 and the ability to learn new systems quickly.
• Experience with Deltek Vantagepoint, or similar ERP, is considered an asset.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Sound judgement and discretion in handling confidential information.
• Ability to work well in a collaborative team environment.
• Ability to exercise discretion and manage confidential information appropriately.
• A self-directed approach to work, with practical critical thinking skills.
• Comfort working with leadership across offices, including a manager based in Toronto.
• Experience with AP/AR and expense administration is considered an asset.

Why work with us

Founded in 1987, KPMB Architects has developed a diverse portfolio of architectural projects that focus on building healthy, vibrant cities and communities. The firm has grown to include over 130 employees, across two-offices and is recognized for its highly collaborative and supportive culture, as well as its wide variety of experience and educational backgrounds. Some of our team members have grown with the firm from the start of their careers to become leaders, while others have joined at various points in their careers, bringing innovative ideas and approaches.

We provide a learning environment where teaching, mentoring, and collaboration are integral parts of our DNA. At KPMB, there are numerous opportunities to share your skills, engage in firm activities beyond project work, and contribute to our initiatives that give back to the community.

KPMB is committed to fostering a workforce that reflects the diversity of the communities we operate in and serve. KPMB Design Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, gender identity, sexual orientation, pregnancy, national origin, ancestry, citizenship status, age, marital status, disability, genetic information, veteran or military status, or any other status protected by federal, state, or local law.