Document Design Administrator

About the Opportunity

Our Courtenay office is looking to add an enthusiastic Document Design Administrator to provide support to our team of professionals. As an interdisciplinary consulting firm, we deliver work for a wide range of audiences on diverse subjects and issues – all in service of our higher calling of ‘spirit’ in service for vibrant communities. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:

• Document Design and Production – Drafting documents with minimal instruction and using a variety of software, including Microsoft Office, to create engaging and accurate reports, proposals, and presentations. Using a critical eye to review documents for grammatical and spelling errors.
• Project Administration – Be proactive in supporting the coordination of projects throughout all phases from initiation to completion. This includes tracking project schedules, drafting documents and project deliverables, coordinating meetings and engagement logistics, project correspondence, record organization, and ensuring a high level of accuracy.
• Team Support – Working collaboratively to support the continued growth and evolution of our business by providing support as needed. Duties may include administration of our billings, supporting internal and external communications, and organizing team events.
• Graphic Design – Create visually appealing documents and supporting graphics using a variety of design software such as Microsoft Office, Canva, and Adobe Creative Suite, in alignment with Urban Systems and client brand standards.

About You

Our ideal candidate has a minimum of 2 years of related experience in document production, business administration, coordination, project assistance, or other relevant disciplines. We are seeking a relationship-driven, entrepreneurial, and service-focused individual who excels in adapting to dynamic environments. This candidate should embody integrity, be a positive team player, and contribute meaningfully to our collective success.

The core skills that will help you succeed here include:

• You are a Microsoft Office Wizard – You have experience with Microsoft Office and exhibit proficiency in creating, organizing, and presenting clear, accurate, and professionally formatted documents for various purposes.
• You have a design eye – You can utilize graphic design skills and software to enhance the visual appeal and effectiveness of documents and presentations.
• Numbers don’t scare you - You have basic knowledge and aptitude for financial administration and accounting principles and are able to comfortably and confidently communicate and track budgets and costs associated with projects.
• You are an excellent communicator – You have strong communication, both verbal and written, and can convey information to a wide array of audiences.
• You are accountable and dependable – You enjoy meeting the needs of both the team and clients by responding to requests efficiently and effectively while developing a strong rapport with them. You take personal responsibility for the quality and timeliness of work and achieve results, anticipate the impacts of the actions and the needs of others.
• You are adaptable and flexible – You maintain accuracy, a positive attitude, and an open mind in the event of changes in business needs, conditions, or work responsibilities, while staying mindful of all aspects involved regardless of magnitude, reviewing workload and processes while maintaining your attention to detail.
• You are curious – You respond well to change, with a positive attitude, as a natural occurrence of any business. You approach issues and obstacles with an open mind and can discover creative solutions to problems as they arise.

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Courtenay Office is located in the Comox Valley on the eastern shore of Vancouver Island, north of Nanaimo. We are a growing office – steadily increasing in size from one partner working alone in his basement to our growing office of 20.  Our team thrives on values such as trust, freedom, accountability, fun, and professionalism. We pride ourselves on being diligent, purposeful, inclusive, and empowered. These values guide us to serve our diverse client base.  We are passionate about our work and deeply committed to being an integral part of the Comox Valley Community. 

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $65,000.00 - $70,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TSFA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including top-up for parental leave for both biological and adoptive parents.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

How to Apply

If this describes your background, skills, and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn’t describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

Urban Systems is an equal opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life, and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities.

Deadline for applications: Tuesday, February 18, 2025, at 9:00 am PST