Role Description:

We are seeking a friendly, enthusiastic Office Coordinator with excellent administrative abilities. The successful candidate will be well organized, self-motivated, proactive, and detail orientated. You can multi-task and handle various requests from different sources at the same time with the ability to adapt quickly to changing conditions. You will report to one of zzap’s Principals. By joining the zzap team you will be part of a fun, transparent and entrepreneurial organization that focuses on results and not a clock.

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Responsibilities include:

• Assist in delivery of Architectural and Planning projects.

• Liaise with zzap’s Clients, Suppliers, and Approval Agencies.

• Help with Project financials – Invoicing and Accounts Receivable.

• Assist Project Architects and Planners in online Permitting submission and processing.

• Assist Architecture team with file organization, documentation, and logging during construction phase of projects. 

• Assist with diary appointments, emails for Principals.

• Deal with suppliers, filing, and ordering of office supplies.

• Troubleshoot and engage IT support on hardware and software related matters.

• Organization of common office areas, meeting rooms, sample room.

• Document proofing, proposal formatting.

• New staff onboarding.

• Swag orders.

• Managing printing + signage order requests.

• Proof project specifications (headers/TOC, etc.).

• Manage/Format staff bios/ CVs. Updating marketing literature.

• Health & Safety Administration.

• Organize project photos on completion.

• Manage the office telephone number and general website inquiries.

• Generally supporting office efficiency and organization.
   

Qualifications:

• Formal training in office administration or equivalent related work experience.  

• Candidates must be able to carry out activities with minimal supervision.

• Excellent written and verbal communication skills with a focus on effective collaboration and integration.

• In-depth working knowledge of Microsoft Office programs, computer applications, and digital file storage. We are essentially a paperless office.