Operations Specialist

at  Yabu Pushelberg

About Yabu Pushelberg
Yabu Pushelberg is a globally renowned design firm specializing in creating immersive environments and innovative design solutions across a wide range of industries. Founded in 1980 by George Yabu and Glenn Pushelberg, the firm has established itself as a leader in the world of design, known for its meticulous attention to detail and visionary approach. With offices in Toronto and New York, Yabu Pushelberg works on projects that span the globe, including luxury retail, hospitality, residential and commercial spaces.
Culture: YP’s culture is built on a foundation of creativity, collaboration and excellence. YP is committed to fostering an inclusive and diverse workplace where every team member is valued and empowered to contribute their unique perspectives. YP’s core values - integrity, innovation and passion - guide everything YP does, from their design process to their interactions with clients and colleagues.
YP promotes a workplace environment that emphasizes continuous learning and professional development, ensuring team member grow both personally and professionally. Their commitment to sustainability and social responsibility is reflected in their projects and practices, striving to make a positive impact on the communities they serve.
Join YP and be part of a dynamic team that is shaping the future of design!
Position Overview
At Yabu Pushelberg, the Design Tech team’s goal is to maximize predictable execution, developing systems and processes that scale, supporting the studio on design documentation and data analytics. Reporting to the Manager, Design Tech, the Operations Specialist will support the Design Tech team through a wide range of administrative and data-related initiatives. The ideal candidate will be detail-oriented, and capable of managing both routine and ad-hoc tasks that keep our projects running smoothly. We welcome applicants from diverse industries and academic backgrounds.

Key Responsibilities

• Process Development:Identifying and mapping project triggers, implementing forms and automations to minimize manual work. Working closely with our dev. team for custom development.
• Data Entry:Maintain project databases in multiple platforms ensuring accurate and up-to-date project data, including fees, timelines, deliverables, and specifications.
• Project Coordination: Respond and coordinate requests from design teams, prioritizing work and distributing to Design Tech team members.
• Contract Administration: Organizing and maintaining contractor documents and invoices. Coordinating internal and external reviews.
• Platform Support: Provide administrative support for software licenses allocation, renewals, and expense tracking in coordination with IT.
• Reporting: Prepare basic data reports on demand using project management cloud tools.
• File Management: Oversee file management protocols across cloud and local folders, ensuring compliance and providing training where necessary.

Qualifications

• Bachelor’s degree in a related field such as Sciences, Engineering, Business Administration, Commerce, or adjacent STEM field.
• 1-2 years of experience in administrative, operations, or project support roles, preferably in a start-up or tech-focused environment.
• Comfortable with project management tools such as ClickUp, Airtable, and the SharePoint environment.
• Quick to adapt and with a passion for leveraging cloud-based tools.
• While specific software knowledge (like Adobe, Revit, SketchUp, PowerBI) is not required, a willingness to learn and support is a plus.
• Strong attention to detail, with the ability to manage multiple tasks and maintain data accuracy across various platforms.
• Meticulous attention to detail, with the ability to manage multiple tasks and maintain data accuracy across various platforms.
• Possesses strong initiative with exceptional analytical skills.
• Communicates effectively with clarity and precision.
• Basic knowledge of data analytics a plus.

What We Offer

• Competitive salary and benefits package.
• A collaborative and supportive work environment with opportunities for growth and development
• Exposure to exciting, high impact projects across various sectors.
• Flexible Fridays

Application Deadline: Friday, January 24, 2025
EOE Statement - Yabu Pushelberg is an Equal Opportunity Employer and is dedicated to fostering a diverse and inclusive workplace. We value the unique perspectives and backgrounds of all our employees and are committed to ensuring that everyone has an equitable opportunity to succeed and thrive. Our goal is to create an environment where every individual feels respected, valued, and empowered to contribute their best. We actively encourage applications from individuals of all backgrounds. Together, we strive to build a workforce that reflects the diverse communities we serve and to uphold the highest standards of fairness and inclusion in every aspect of our organization

• Process Development:Identifying and mapping project triggers, implementing forms and automations to minimize manual work. Working closely with our dev. team for custom development.
• Data Entry:Maintain project databases in multiple platforms ensuring accurate and up-to-date project data, including fees, timelines, deliverables, and specifications.
• Project Coordination: Respond and coordinate requests from design teams, prioritizing work and distributing to Design Tech team members.
• Contract Administration: Organizing and maintaining contractor documents and invoices. Coordinating internal and external reviews.
• Platform Support: Provide administrative support for software licenses allocation, renewals, and expense tracking in coordination with IT.
• Reporting: Prepare basic data reports on demand using project management cloud tools.
• File Management: Oversee file management protocols across cloud and local folders, ensuring compliance and providing training where necessary