Studio Coordinator

Job summary

Track project budgets, forecasts, invoices, deadlines, and status, while coordinating clients, consultants, authorities, project records, and onboarding. Support studio operations through reporting, meeting preparation, process documentation, permitting administration, newsletter publishing, and feasibility research.

Job details

VELD architect is raising rural. We are telling the story of rural Ontario through barn conversions, sustainable homes, and agritourism. Based near Stratford, VELD architect is a full- service architecture and planning firm providing site planning, architectural design, technical drawings, permitting, and project management. We operate virtually and work with clients and partners across Ontario and Canada. About the Role VELD architect is looking for a Studio & Project Coordinator to join our team and play an important role in keeping our projects, opportunities, and studio moving forward. This project management and studio operations role; not a design position. You will work closely with the Owner and architects to keep the studio and its projects organized. From tracking professional fee budgets and deadlines to following up with consultants and helping new clients get started, you will help make sure things keep moving. This is an ideal role for someone who enjoys creating order, working with project information and financial reports, and being a proactive team member who brings structure, follow-through, and a willingness to pitch in where needed. The VELD Working Environment VELD architect operates as a virtual studio, so strong communication, independence, and personal accountability are essential. Here are the features and benefits we offer at VELD architect: ● 100% remote position based in Canada. ● Part-time employee position with a minimum of 30 hours per week. ● Flexible scheduling, provided you meet deadlines and commitments. ● The opportunity to work closely with the Owner and have a meaningful role in shaping how a growing architecture studio operates. What You'll Be Responsible For Project Financials & Reporting ● Support the design team by tracking each project's agreed professional fee budget and project process throughout the project. ● Forecast project invoice amounts and help prepare monthly invoice statements for review by Owner ● Support project forecasting and backlog tracking ● Assist project managers with project progress Lead Nurturing & Client Onboarding ● Support the Owner in nurturing prospective clients and maintaining consistent follow-up with qualified leads. ● Maintain an organized view of the project pipeline and follow-up activities within VELD's systems. ● Help prepare the Owner for client discovery calls and ensure information or site pictures are received before the first call. ● Manage client onboarding materials and project setup documentation. ● Coordinate the collection of information needed to establish new projects. Authorities Management & Coordination ● Coordinate communication related to site plan approval and master plan projects ● Communicate among clients, consultants, and regulatory authorities on behalf of the design team ● Tracking site plan approval requirements, consultant deliverables, submission materials, deadlines, and outstanding items. ● Coordinate contracts, proposals, consultant agreements, and project records ● Prepare meeting agendas, notes, action items, and follow-up as required. ● Attend occasional site visits, field reviews, and project meetings. ● Maintain accurate project information within VELD's project management systems. ● Be prepared and ready to share project status with the Owner and team in weekly meetings. Studio Operations ● Take ownership of special projects for the Owner, complete tasks, and provide status updates. ● Document and improve standard operating procedures. ● Support the preparation of the monthly studio meeting materials (agenda, project forecasts) ● Support the owner in applying and preparing for speaking engagements and workshops ● Assist project managers with permitting and administrative tasks. ● Manage and publish the monthly newsletter Project Reports & Feasibility Support ● Assist with preparing project scouting reports for prospective projects. This includes gathering and organizing available property, planning, zoning, site, and project information. ● Compile reports completed by the Owner and design team and necessary information into project presentations. What We're Looking For We are looking for someone who is organized, proactive, and comfortable taking ownership. Experience within architecture, engineering, construction, interior design, planning, or another professional services environment is an asset. We are looking for someone who understands how project-based businesses operate. You will likely be a strong fit if you: ● Have at least 2 years of experience in project coordination, project management, studio operations, office coordination, or a similar role. ● Post-secondary education in business administration, project management, architecture, construction, design, or a related field. ● Are comfortable working with budgets, project reports, and numbers. ● Have experience with project forecasting, reporting, or invoicing. ● Have management experience and are comfortable taking responsibility for outcomes. ● Can work independently and stay accountable in a virtual environment. ● Are comfortable communicating with clients, consultants, contractors, and internal team members. ● Have excellent written and verbal communication skills. ● Are detail-oriented without losing sight of the bigger picture. ● Naturally follow through and don't need to be reminded about every next step. These skills are welcome but are not the primary focus of the role: ● Experience on a farm (either lived or worked on one) ● Experience working with rural, agricultural, or agritourism projects. ● Experience with site planning or authority approvals in Ontario. ● Experience with building processes. ● Experience with newsletters, blogs, or content creation. ● Experience with Revit or other architectural software. Expirence with Zoho suite of apps There is a three-step hiring process. Applicants who do not follow this process will be eliminated. Please complete the VELD architect application by visiting: https://workdrive.veldarchitect.com/external/5a3738cc4704720aab3821315b55ec846b1d32605cdbacd99c1073dc50539e6c

What you’ll do

Track project budgets, forecasts, invoices, deadlines, and status, while coordinating clients, consultants, authorities, project records, and onboarding. Support studio operations through reporting, meeting preparation, process documentation, permitting administration, newsletter publishing, and feasibility research.

Requirements

Applicants should have at least two years of experience in project coordination, project management, studio operations, office coordination, or a similar role, along with post-secondary education in a related field. The role calls for comfort with budgets and reports, strong communication and follow-through, and the ability to work independently and take ownership in a virtual environment.

Benefits

• Flexible Scheduling
• Opportunity to Work Closely with the Owner
• Meaningful Role in Shaping a Growing Studio

Listed skills

• Project Coordination · Preferred
• Client Onboarding · Preferred
• written communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project Coordination
• Project Financial Tracking
• Budget Forecasting
• Invoice Preparation
• Project Reporting
• Client Onboarding
• Lead Follow-Up
• Consultant Coordination
• Regulatory Authority Coordination
• Project Documentation
• Meeting Coordination
• Standard Operating Procedures
• Permitting Administration
• Written Communication
• Verbal Communication
• Independent Work

Job areas

• Administrative
• Management & Leadership
• Engineering
• Construction
• Art & Design