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, robust 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, empl

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