Creative Structures and IE Design are growing structural engineering and architectural firms based in London, Ontario. Together, our teams work across residential, commercial, industrial, and institutional projects, bringing architectural and engineering expertise together to deliver practical, thoughtful design solutions.

Our approximately 15-person team offers a collaborative, hands‑on environment where people work closely with the firm's owners and senior team members. We value initiative, accountability, strong communication, and people who take pride in contributing to a well‑run and supportive workplace.

Position Summary
We are looking for an organized, dependable, and confident Office & Administrative Coordinator to support the day-to‑day administrative operations of IE Design and Creative Structures.

As a central administrative resource for both companies, you will help keep the office and teams organized by coordinating meetings and calendars, preparing documents and correspondence, managing timesheets and invoicing administration, maintaining records, supporting shared employee spaces, coordinating company events, and supporting the Owners and Lead Architect with day‑to‑day administrative needs.

This is an ideal opportunity for someone who enjoys being the person others can rely on. You are organized, comfortable following up with people, confident communicating with different personalities, and able to keep multiple priorities moving without losing sight of the details.

This is an administrative position and does not require an engineering or architectural background.

Reporting & Key Relationships
Reports to: Owners and Lead Architect

The Office & Administrative Coordinator supports both IE Design and Creative Structures and works closely with the architectural and engineering teams.

Key Duties & Responsibilities
Office Administration & Organization

Coordinate the day-to-day administrative needs of the office and help ensure office operations run smoothly

Serve as a point of contact for general office inquiries, telephone calls, emails, clients, visitors, and vendors

Coordinate calendars, meetings, appointments, and meeting logistics for the Owners, Lead Architect, and team

Prepare meeting agendas, attend meetings as required, take accurate minutes, and distribute notes and follow‑up items

Prepare, format, proofread, organize, and distribute correspondence, reports, forms, and other business documents

Maintain organized electronic and physical filing systems and ensure records are accurate and accessible

Order and maintain office supplies and coordinate office equipment and vendor needs

Maintain employee common areas, including the kitchen, ensuring spaces are organized, stocked, and welcoming

Monitor kitchen and common‑area supplies and coordinate replenishment as needed

Plan and coordinate two annual company parties, including logistics, vendors, food, activities, and other event details





Support additional employee events, celebrations, and office activities as required

Assist with general employee administration and onboarding documentation as required

Timesheets, Invoicing & Administrative Records

Coordinate employee timesheets and monitor submissions to ensure hours are completed accurately and on time

Follow up confidently and professionally with team members regarding missing or incomplete timesheets and information

Maintain timesheet information using QuickBooks Online and established internal processes

Prepare client invoices using Excel, PDF templates, and established company processes

Send invoices and maintain accurate invoicing records

Assist with invoice tracking and administrative follow‑up as required

Maintain organized and accurate administrative, financial, employee, and client records

Handle confidential financial, business, employee, and client information with discretion

Workflow Improvement & Technology

Use AI and digital tools to improve administrative workflows, productivity, and organization

Identify repetitive or manual administrative processes that could be simplified or streamlined

Use tools such as Microsoft Copilot, Gemini, and ChatGPT to support appropriate administrative tasks and workflow improvements

Explore new tools and technology that can improve efficiency across office operations

Apply good judgment when using AI tools, particularly when working with confidential, employee, client, or business information

Provide day‑to‑day administrative support to the Owners and Lead Architect

Help organize priorities, meetings, documentation, and follow‑up items

Communicate professionally with architects, engineers, clients, consultants, vendors, and other external contacts

Follow up on outstanding administrative information and deadlines to help keep the team organized

Anticipate upcoming administrative needs and take initiative to address them

Support general office activities, team initiatives, and company events as required

Tools & Technology

PDF and document management tools

Qualifications & Experience

Minimum 2 years of office administration, administrative support, executive assistance, office coordination, or related experience

Post‑secondary education in Office Administration, Business Administration, or a related field is an asset

Strong working knowledge of Microsoft Office, particularly Outlook, Word, Excel, and Teams

Experience with QuickBooks Online or similar software is an asset





Comfortable using AI tools such as Microsoft Copilot, Gemini, ChatGPT, or similar platforms

Interest in using technology and AI to improve workflows, automate repetitive tasks, and increase efficiency

Experience supporting timesheets, invoicing, records, or basic financial administration is an asset

Strong written and verbal communication skills

Excellent organizational and time‑management skills

High attention to detail and accuracy

Ability to manage multiple priorities and deadlines

Comfortable following up with team members and taking ownership of outstanding administrative items

Ability to handle confidential and sensitive information appropriately

What Will Help You Succeed
You are organized, dependable, professional, and comfortable taking ownership of your work. You communicate confidently and respectfully and aren't afraid to follow up when something needs to get done.

You are also curious about technology and enjoy finding better ways of doing things. You don't need to be an AI expert, but you should be comfortable experimenting with tools, learning current technology, and identifying opportunities to make everyday workflows more efficient.

You enjoy helping others stay organized, notice details that others may miss, and take pride in creating an office environment where people have what they need to do their best work.

Work Conditions & Physical Requirements

On‑site at the London, Ontario office

Regular use of a computer, telephone, and other standard office equipment

Extended periods of sitting and computer‑based work

Regular standing and walking within the office

Occasional bending and reaching associated with general office activities

Occasional lifting and carrying of office supplies, kitchen supplies, files, or materials

Regular interaction with employees, clients, visitors, and vendors in a professional office environment

Additional paid sick and personal days

Paid annual December holiday office closure

Additional paid holidays beyond statutory holidays

Two annual company parties and additional team celebrations

Collaborative, supportive, and close‑knit team environment

Accessibility & Accommodation
IE Design and Creative Structures are committed to providing an accessible and inclusive recruitment process. Accommodation is available upon request for applicants with disabilities throughout the recruitment and selection process.

Recruitment Process
Beacon HR is supporting IE Design and Creative Structures with the recruitment and selection process for this opportunity.

AI Use Disclosure
AI‑enabled tools may be used during the recruitment process to support interview transcription and note‑taking. These tools are used for administrative purposes and do not make hiring decisions or independently assess, rank, or select candidates. Hiring decisions are made by the recruitment and hiring team.

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📌 Office & Administrative Coordinator (Ontario)
🏢 Creative Structures
📍 Ontario