OFFICE MANAGER & SYSTEMS COORDINATOR
ABOUT US
Design Build Solutions is a fully integrated design-build development company focused on multi-unit residential communities for seniors. We combine development, construction management, and manufacturing under one umbrella, and we work across the full project lifecycle: design, construction, commissioning, handover, as well as cost and budget management.
We are looking for an Office Manager & Systems Coordinator to keep our office and administrative operations running smoothly while taking ownership of the software systems the business runs on.
THE OPPORTUNITY
This is a combined business support and systems role in a fast-paced operational environment. The systems side is a defined part of the job, not an incidental duty: acting as our internal administrator for core platforms, building internal tools and reporting where a commercial product isn't warranted, and applying approved tools to routine administrative work within the standards set by our policies.
The role is weighted toward office, HR, and management administration, and we expect the systems component to grow as that work matures. It works closely with leadership, project teams, and administrative staff, and reports to the Director of Business Operations.
The right person is practical and operationally minded, comfortable across office, project, and manufacturing environments, and confident enough with technology to improve how things get done rather than just maintain them.
KEY RESPONSIBILITIES
Systems & Software
· Act as internal administrator for core platforms — Microsoft 365, Revit, Procore, and approved AI tools — managing accounts, permissions, templates, and workflow configuration
· Build and maintain internal forms, automations, and reporting using low-code tools
· Maintain document control and version control across design, construction, and maintenance records
· Liaise with software vendors and IT support on issues, upgrades, and integrations, and keep process documentation current
AI Integration & Continuous Improvement
· Identify routine administrative and reporting tasks suited to automation or AI assistance, and implement improvements with approval
· Use approved AI tools for drafting, summarizing, and data handling, with human review before any output is finalized or distributed
· Apply company AI usage standards to confidential employee, client, and commercial information
Office & Operations
· Oversee day-to-day office operation, including facilities, equipment, and supplies
· Manage supplier relationships, purchase orders, and expense coordination, and support health, safety, and compliance administration in line with company policy and OHS obligations
HR Administration
· Coordinate onboarding and offboarding, including documentation, equipment and systems provisioning, and inductions
· Maintain confidential employee records, administer leave, and track certification and licence renewals
· Coordinate recruitment scheduling and candidate correspondence, and maintain subcontractor prequalification, insurance, and certification records
Management Support
· Manage schedules, travel, and meeting logistics for the management team
· Prepare agendas and minutes, and track resulting actions
· Prepare reports, presentations, tender documentation, and internal communications, and act as first point of contact for internal and external stakeholders
EDUCATIONAL BACKGROUND AND QUALIFICATIONS
The role draws on three distinct disciplines — business administration, human resources, and business systems. We do not expect formal qualification in all three, and we assess the combination rather than any single credential.
· Post-secondary qualification in business administration or management, human resource management, information systems or business analysis, or construction management and the built environment
· Sector: a construction site or general safety induction card, held or obtained on commencement, where the role involves site attendance
· Equivalency: substantial demonstrable experience is accepted in place of formal qualification — candidates who built their systems capability through practice rather than study are encouraged to apply
EXPERIENCE AND CAPABILITY
Required
· 5+ years in a business support, operations, or systems administration role, including responsibility for HR or office administration
· Demonstrable experience administering and configuring business software, and building internal tools, automations, or reports without developer support
· Proven discretion in handling confidential employee and corporate information
· Strong organizational skills, sound judgment, and the ability to manage competing priorities to deadline with limited supervision
· Practical experience applying AI tools at work, with clear judgment as to their appropriate use and limitations
Desirable
· Construction, engineering, or property sector experience, and familiarity with project delivery terminology
· Experience with a construction project management platform such as Procore or Autodesk Construction Cloud
· Experience with an HRIS, applicant tracking system, or payroll platform, and with estimating or cost management processes
Pay: $45,000.00-$65,000.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
