Job Description
WHAT'S THE JOB?
ASPECT Structural Engineering is looking for a temporary Office Coordinator to work in our Vancouver office for a period of 1-3 months (possible extension) . This position is in-office, full time 9-5:30pm Monday – Friday. The Office Coordinator is responsible for assisting with the day-to-day operations of the Vancouver office, alongside ad hoc support for our satellite office in Toronto. As a part of this role, you will have a chance to work with our passionate and innovative talented team on a wide range of commercial, residential, and institutional projects, as well as many unique and architecturally expressive buildings.
MAIN OFFICE DUTIES WILL INCLUDE:
Being the first point of contact for all office visitors,
Assisting with daily office needs such as supply ordering, filing, mail collection, couriers, monitoring, and responding to office emails and ensuring all incoming calls are transferred to the correct team.
Help prepare, review, and edit documents (including legal), reports, and correspondence for format, content , and grammar.
Monitor and manage office cleanliness.
Provide superior customer service to internal/external community partners.
Organize meetings and arrange catering if required.
Exhibit polite and professional communication via phone, e-mail, and mail
Support travel requests for conferences and executive travel
Prepare correspondence, minutes, spreadsheets, reports, and presentations using MS Office and, as well as Aspect, our internal knowledge-base software as and when needed
Preparation and distribution of building permit documentation as appropriate (ie. Schedules, proof of insurance, drawings etc.)
Set up job folders on the server, email and in project management software based on proposals and projects acquired
Update, organize, and manage stationery templates as directed
Participate in project coordination and administrative tasks
Perform related administration duties from time to time to assure a smooth operation within the organization.
OTHER DUTIES:
Provide support for the finance team, including accounts payable administration and expense administration
Assist with marketing / RFP response (proposals) under the direction of the Marketing team and Principals
Work with the COO to ensure all business licences are filed and organized.
WHAT YOU’LL NEED TO SUCCEED:
Must have previous office coordinator experience
Must have previous experience supporting Finance with expense and AP management
Must be eligible to work in Canada
College program in office administration an asset
High level of computer literacy, including intermediate level experience with Microsoft Office Suite. i.e.: Word, Outlook, Teams, PowerPoint, Excel as well as office equipment such as a photocopier
High level of coordination and multi-tasking skills
Strong ability to work with limited supervision
Excellent time management skills
Strong attention to detail
Excellent interpersonal and communication skills (verbal and written)
Results focused, business acumen, relationship building, courage and improvement focus
Exemplary business acumen and strong customer service skills, both internally and externally
QuickBooks experience is an asset
Team player who wants to contribute to a fun and collaborative work environment
A BIT MORE INFORMATION ABOUT ASPECT:
ASPECT Structural Engineers is a globally acclaimed, full-service structural engineering firm and mass timber consultancy that made it to "Canada’s Top Small & Medium Employers” list in 2024 and in 2025 by Mediacorp Canada Inc. and one of the "Top Employees BC" in 2026.Founded in 2016, we are now a cohesive team of more than 60 engineers, technicians, and support staff. Through thoughtful yet pragmatic design practices and rigorous training, the engineers at ASPECT understand not only their role in contributing to a project but also how to support the roles of others.Many members of the ASPECT team started their careers in other disciplines, pulling from their experience working with carpenters, contractors, suppliers, or architects to contribute to a wider understanding of the value that structural engineers can bring to a project. Our team-based approach focuses on better design, improved constructability, and unwavering accountability.From the beginning, ASPECT has been driven by the importance of true sustainability, underscoring our commitment to understanding and educating others on the benefits of mass timber. Beyond producing award-winning structural engineering work for everything from office buildings, to bridges, to custom homes, we also dedicate a substantial amount of time to working with other industry leaders – including suppliers, architects, and clients – to work through new ways to design and build for the future using mass timber. Our diverse team is active in markets around the world, with dedicated offices in Canada (Vancouver and Toronto) and Switzerland (Bern).
More about us: https://aspectengineers.com/
COMPENSATION PACKAGE:
Base Salary CAD $54,000 – $64,000 prorated monthly (will be commensurate with skillset and experience)
Accrued paid time off.
OTHER PERKS:
A healthy workplace culture that encourages you to thrive inside and outside of the office.
Company values that actually mean something to us: diversity, drive, accountability, quality, and collaboration (these are not just buzzwords, they are part of everything we do!).
Virtual and in-person team-building events.
Dog-friendly office
Diversity is one of our core values, and we believe having a team with different backgrounds, experiences, and perspectives is what makes us thrive. We welcome all applicants regardless of race, gender, orientation, ****** identity, economic class, ability, disability, age, religious beliefs or disbeliefs, or status.
ASPECT does not accept unsolicited resumes from agencies.
ASPECT Structural Engineering is looking for a temporary Office Coordinator to work in our Vancouver office for a period of 1-3 months (possible extension) . This position is in-office, full time 9-5:30pm Monday – Friday. The Office Coordinator is responsible for assisting with the day-to-day operations of the Vancouver office, alongside ad hoc support for our satellite office in Toronto. As a part of this role, you will have a chance to work with our passionate and innovative talented team on a wide range of commercial, residential, and institutional projects, as well as many unique and architecturally expressive buildings.
MAIN OFFICE DUTIES WILL INCLUDE:
Being the first point of contact for all office visitors,
Assisting with daily office needs such as supply ordering, filing, mail collection, couriers, monitoring, and responding to office emails and ensuring all incoming calls are transferred to the correct team.
Help prepare, review, and edit documents (including legal), reports, and correspondence for format, content , and grammar.
Monitor and manage office cleanliness.
Provide superior customer service to internal/external community partners.
Organize meetings and arrange catering if required.
Exhibit polite and professional communication via phone, e-mail, and mail
Support travel requests for conferences and executive travel
Prepare correspondence, minutes, spreadsheets, reports, and presentations using MS Office and, as well as Aspect, our internal knowledge-base software as and when needed
Preparation and distribution of building permit documentation as appropriate (ie. Schedules, proof of insurance, drawings etc.)
Set up job folders on the server, email and in project management software based on proposals and projects acquired
Update, organize, and manage stationery templates as directed
Participate in project coordination and administrative tasks
Perform related administration duties from time to time to assure a smooth operation within the organization.
OTHER DUTIES:
Provide support for the finance team, including accounts payable administration and expense administration
Assist with marketing / RFP response (proposals) under the direction of the Marketing team and Principals
Work with the COO to ensure all business licences are filed and organized.
WHAT YOU’LL NEED TO SUCCEED:
Must have previous office coordinator experience
Must have previous experience supporting Finance with expense and AP management
Must be eligible to work in Canada
College program in office administration an asset
High level of computer literacy, including intermediate level experience with Microsoft Office Suite. i.e.: Word, Outlook, Teams, PowerPoint, Excel as well as office equipment such as a photocopier
High level of coordination and multi-tasking skills
Strong ability to work with limited supervision
Excellent time management skills
Strong attention to detail
Excellent interpersonal and communication skills (verbal and written)
Results focused, business acumen, relationship building, courage and improvement focus
Exemplary business acumen and strong customer service skills, both internally and externally
QuickBooks experience is an asset
Team player who wants to contribute to a fun and collaborative work environment
A BIT MORE INFORMATION ABOUT ASPECT:
ASPECT Structural Engineers is a globally acclaimed, full-service structural engineering firm and mass timber consultancy that made it to "Canada’s Top Small & Medium Employers” list in 2024 and in 2025 by Mediacorp Canada Inc. and one of the "Top Employees BC" in 2026.Founded in 2016, we are now a cohesive team of more than 60 engineers, technicians, and support staff. Through thoughtful yet pragmatic design practices and rigorous training, the engineers at ASPECT understand not only their role in contributing to a project but also how to support the roles of others.Many members of the ASPECT team started their careers in other disciplines, pulling from their experience working with carpenters, contractors, suppliers, or architects to contribute to a wider understanding of the value that structural engineers can bring to a project. Our team-based approach focuses on better design, improved constructability, and unwavering accountability.From the beginning, ASPECT has been driven by the importance of true sustainability, underscoring our commitment to understanding and educating others on the benefits of mass timber. Beyond producing award-winning structural engineering work for everything from office buildings, to bridges, to custom homes, we also dedicate a substantial amount of time to working with other industry leaders – including suppliers, architects, and clients – to work through new ways to design and build for the future using mass timber. Our diverse team is active in markets around the world, with dedicated offices in Canada (Vancouver and Toronto) and Switzerland (Bern).
More about us: https://aspectengineers.com/
COMPENSATION PACKAGE:
Base Salary CAD $54,000 – $64,000 prorated monthly (will be commensurate with skillset and experience)
Accrued paid time off.
OTHER PERKS:
A healthy workplace culture that encourages you to thrive inside and outside of the office.
Company values that actually mean something to us: diversity, drive, accountability, quality, and collaboration (these are not just buzzwords, they are part of everything we do!).
Virtual and in-person team-building events.
Dog-friendly office
Diversity is one of our core values, and we believe having a team with different backgrounds, experiences, and perspectives is what makes us thrive. We welcome all applicants regardless of race, gender, orientation, ****** identity, economic class, ability, disability, age, religious beliefs or disbeliefs, or status.
ASPECT does not accept unsolicited resumes from agencies.
💡 Quick Summary
Seeking a career-building opportunity? The Office Coordinator (Contract) position is now open for candidates interested in the Event Management Jobs sector. This role in Vancouver offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.