Office Administrator — Spitfire Design Co.

Are you a super‑organized, high‑performance individual looking to work with a growth‑minded team of rockstars? If yes, then read on.

Spitfire Design Co. is looking for an Office Administrator to join our team of rockstars.

We are a highly motivated, fast‑growing architectural firm, and we’re looking for someone who thrives on improving processes, building structure, and keeping a busy office running smoothly. As a smaller company (20+), we offer the flexibility to build systems that work and change them when they don’t. If you love a challenge, enjoy making things better, and bring a solid teamwork focused approach, we’d love to have you on our team.

Spitfire Design Co. has produced architectural construction documents in the Maritimes for over 15 years. Experience in the architectural/engineering/construction industry is an asset but not required. With the right attitude, anyone can be an asset to our high‑performance team.

You Must:

- Have exceptional organizational skills and a passion for simplifying and improving processes
- Demonstrate strong leadership skills
- Be friendly, people‑focused, and committed to excellent client service
- Maintain a high level of attention to detail in a fast‑paced environment
- Manage tight deadlines and prioritize efficiently
- Be punctual, reliable, and adaptable
- Be eager to take on a variety of work and absolutely crush it
- Be tech‑savvy and quick to learn new software
- Take pride in the quality of your work
- Be proactive, resourceful, and driven
- Have excellent English communication skills (French is an asset)

Responsibilities

The daily responsibilities of this role include, but are not limited to:

Administrative & Office Coordination

- Greet guests at reception and answer incoming calls
- Provide general support to visitors, clients, and staff
- Organize and schedule appointments




- Write and distribute emails, memos, letters, and forms
- Develop and maintain filing systems
- Update and maintain office policies and procedures
- Keep the office stocked with supplies and coordinate staff events
- Assist with various administrative duties as needed

Basic Accounting (Day‑to‑Day)

- Perform daily banking tasks (deposits, online banking activity, basic cash tracking)
- Complete AP and AR data entry (vendor bills, customer invoices, receipts, payments)
- Assist with bank and credit card reconciliations
- Maintain organized financial records and backup documentation

Executive Support

- Provide direct administrative assistance to the CEO
- Prepare meeting materials, summaries, and follow‑ups
- Support special projects, research, and coordination as assigned

Top Qualities & Qualifications

- You’re a leader who loves taking charge
- You’re organized, friendly, and thrive in a team environment
- You’re a solid writer with excellent grammar and attention to detail
- You go the extra mile for clients
- You’re comfortable using new software (Trello, Google Workspace, Word, Excel, etc.)
- You’re smart, proactive, and resourceful — you think outside the box
- You love figuring things out with minimal guidance
- You have the drive and determination to do great things

Accounting Experience (Required)

- 1–2 years of basic accounting experience, including:
- Daily banking
- Bank reconciliations
- AP and AR data entry
- Knowledge of NetSuite an asset

Job Type: Full‑time

Benefits:

- Dental care
- Extended health care
- Life insurance

Schedule:

- 8‑hour shift

Experience:

- Administrative Assistants & Receptionists: 5 years (preferred)

Work Location:

- In person

Job Type: Full-time

Pay: $45,000.00-$55,000.00 per year

Benefits:

- Dental care
- Extended health care
- Life insurance

Experience:

- Administrative Assistants & Receptionists: 5 years (preferred)

Work Location: In person

📌 Office Administrator (Moncton)
🏢 SPITFIRE DESIGN
📍 Moncton