Position: Project & Business Operations Coordinator

Years of Experience: Entry – Mid Level

Location: Vancouver, Mount Pleasant Area

Summary of the Position and Organization Description:

Thibodeau Architecture + Design is looking for a full-time creative, motivated, and enthusiastic Project & Business Operations Coordinator. This role supports a dynamic mix of project coordination, marketing and proposals, HR administration, and office operations, making it an integral part of our day-to-day firm functions. This position is suitable for an entry to mid-level professional, with prior experience in an architectural, interior design, or engineering environment considered a strong asset.

Our collaborative team specialises in workspaces, institutional, asset maintenance, and renovation (commercial) projects across Canada. We have designed workspaces for clients such as McKesson, Bell Canada, Shaw Communications, and many others. We have completed rollouts for Lululemon and Nespresso and currently, designing new facilities for Williams Lake first nations, and many more exciting projects.

We are seeking a highly collaborative individual with strong work ethic, excellent organizational skills, and a proactive mindset. The ideal candidate is analytical, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. They demonstrate initiative, problem-solving ability, and a commitment to producing accurate, high-quality work. Strong time management, communication skills, and the ability to work both independently and as part of a team are essential.

If you have excellent organizational and planning skills, strong efficiency, and time-management abilities, and don’t shy away from a challenge, you will fit right in with our firm’s culture.

Role Breakdown:

Project & Administrative Coordination

Maintain and update internal project tracking tools, worksheets, and databases
Set up proposals and projects in internal systems, ensuring accurate and consistent data entry
Coordinate the preparation and administration of client contracts (e.g., RAIC, AIBC), working closely with Project Managers to ensure accuracy and compliance
Change management support - Assisting with scope changes, additional services, and documentation

Financial & Project Controls

• Coordinate monthly invoice projections with Project Managers

• Prepare and issue client invoices

• Review consultant invoices and circulate for approval

• Budget tracking support - Helping PMs monitor project budgets vs. actuals

HR & Office Coordination

• Assist with recruitment, selection, and onboarding processes

• Help plan and coordinate team events, monthly in-office days and training sessions for the staff through Lunch & Learns.

• Maintaining employee records / HR documentation

• Help coordinate employee security clearance applications and renewals (e.g., PSPC, BC Courts, RCMP)

• Assist employees with benefits enrollment, including RRSP setup and coordination with providers

• Support office operations, including supplies, software, insurance, and business license renewals

Marketing & Proposals

• Coordinate and manage the proposal process from initiation to submission

• Collaborate with project teams to gather content for proposals and marketing materials

• Prepare project portfolios, information sheets, and marketing presentations

• Prepare high-quality, visually compelling proposal documents using Adobe InDesign or similar tools.

• Develop and design promotional materials, including social media content and advertisements

• Maintain internal systems for opportunity tracking, project information, and marketing activity

• Support relationship-building with internal and external stakeholders involved in pursuits

• Participate in managing and updating the company website

• Participate in managing social media accounts / content calendar

• Tracking proposal outcomes and maintaining a submissions database

• Coordinating photography / project write-ups (post-completion)

• Supporting brand consistency across all materials

General

• Chair weekly project review meetings

• Assist with special projects and ad hoc initiatives as required

• Contribute to a collaborative team environment and ongoing process improvements

• Continue to learn, grow, and develop professionally within the firm

• Manage reception calls and respond to general office inquiries.

• Oversee incoming and outgoing mail, courier services, and deliveries.

• Maintain office supplies, equipment inventory, and vendor coordination.

• Coordinate staff participation in industry events, registrations, and professional development sessions.

Experience and skills required:

• Diploma / Degree in relevant administration field

• Superior organizational, written & verbal communication skills

• Relevant experience in an administrative role

• Previous experience in the Architectural or Engineering industry is an asset

• Project Coordination experience is an asset

• High proficiency with MS Word, MS Excel, and Outlook (used daily)

• Ability to work effectively as a team and independently

• Ability to work in a deadline-driven, high-performance environment

• InDesign and Photoshop are an asset

• Sense of autonomy and initiative

• Ability to solve problems with creativity and practicality

• Ability to manage multiple files at once and to set priorities.

What we offer:

• Permanent & Full-time position with extended Health & Dental Benefits.

• Matching RRSP.

• Tailored training policy to support your Professional Development.

• Dynamic and diversified team made up of professionals with varied fields of expertise eager. to share knowledge.

• Fun work environment with office activities to encourage team building.

• Open, warm & bright office space located in the trendy Mount Pleasant neighbourhood (This is a hybrid position with one scheduled work-from-home day per week.)

• Annual Salary Range: $62,000 - $68,000

Contact Info:

Please email your resume and cover letter to: careertad@gotad.ca

We thank all applicants for their interest however, only candidates selected for an interview will be contacted.

Thibodeau Architecture + Design

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Project & Business Operations Coordinator