Administration Coordinator

ADMINISTRATION COORDINATOR
Operations & Contract Administration Support
Red Cloud Studio Limited · Regina, SK
Employment Type
Part-Time Contract Hours
Approx. 15–30 hrs/week Location
Regina, SK — In-Person Start Date
As Soon As Available Hourly Wage
23.00-26.50/HR Dependant on Experience
ABOUT RED CLOUD STUDIO
Red Cloud Studio Ltd. (Transitioning from Ray Gosselin Architect Limited / RGAL) is a Regina-based, Indigenous-owned and operated architectural and design consulting firm with 13 years in business. We operate from the Atim ka-mihkosit (Red Dog) Urban Reserve in Treaty 4 Territory, delivering architecture, design, and consulting services to Indigenous nations, Federal, Provincial, and private clients. Our work spans institutional, commercial, educational, community, and memorial design, including award-winning projects recognized nationally and internationally.
We are growing! RGAL is evolving into Red Cloud Studio, and we’re expanding beyond architecture and design to offer a broader range of services that complement capital projects including consulting, grant prospect research, fund development, and strategic planning. This next chapter is about deepening the ways we show up for our clients and communities, bringing more tools, more expertise, and more capacity to the relationships we have spent 13 years building.
As we grow, we are looking to add a dedicated person to our team who will fill a dynamic and complex role at the heart of how we operate. This person will coordinate our administration and financial processes, support our architects and designers through contract administration, and have the opportunity to learn the specialized world of specification documentation. It is a role that sits at the intersection of business, design, and community development, and for the right person, it is a genuinely rewarding place to be.
THE OPPORTUNITY
This role is the operational backbone of Red Cloud Studio. The Administration Coordinator keeps the studio running — tracking money, managing documents, following through on commitments, and making sure nothing falls through the cracks. This is not a receptionist role or a general office assistant position. This is a professional coordination role with real responsibility and real impact on a small, growing firm.
If you are someone who thrives on structure, takes ownership of systems, and finds genuine satisfaction in making an organization run well, this role was built for you. Hours for this position can be flexible.
ROLE AT A GLANCE Employment Type
Part-Time Contract (Recurring) — potential to grow to full-time Hours
Approx. 15–30 hrs/week (in-person) Location
Regina, SK — Atim ka-mihkosit (Red Dog) Urban Reserve / 1925 7th Ave, Regina S4R 1C1 Leadership Area
Operational Consistency & Administrative Systems

PRIMARY RESPONSIBILITIES
Financial & Administrative Coordination
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Assist with invoicing and billing — prepare, track, and follow up on outstanding accounts
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Track project budgets, hours, and expenses against project fees
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Support bookkeeping coordination with our external accountant
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Organize consultant invoices and prepare monthly billing packages
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Flag cash flow concerns and overdue accounts proactively
Contract Administration Support
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Organize contracts, agreements, and project documentation in our filing systems
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Track project deliverables, submission deadlines, and milestones
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Assist with change orders, RFIs, submittals, and document issuance
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Maintain organized, accessible project records across active and completed files
Project Coordination Support
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Schedule internal and external meetings, send reminders, and manage follow-through
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Support project timelines and flag delays before they become problems
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Coordinate internal communication and track action items from meetings
Communications & Office Operations
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Manage incoming calls, emails, and communications on behalf of the studio
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Help coordinate proposal writing, development and submissions
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Help coordinate client meetings, site visits, and stakeholder touchpoints
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Support internal operational systems and onboarding of new team members
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Assist with general office coordination and day-to-day admin
WHAT WE’RE LOOKING FOR
You Have
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2–4+ years in an administrative, operations, bookkeeping, or office coordination role
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Comfort with Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, and Excel)
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Experience managing invoices, tracking budgets, or supporting financial processes
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Strong attention to detail and a habit of following through without being reminded
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Clear written and verbal communication skills
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Ability to work independently with minimal supervision in a small team environment
Nice to Have
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Experience in an architecture, engineering, construction, or design firm
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Familiarity with project-based billing or hourly fee tracking
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Basic bookkeeping experience (QuickBooks, Sage, or similar)
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Experience writing or following Standard Operating Procedures
You Are
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Process-minded — you see the system behind the task
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Discreet — you handle sensitive financial and client information with professionalism
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Reliable — the team knows they can count on you
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Adaptable — in a small firm, priorities shift; you roll with it gracefully
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Aligned — you respect and understand the firm’s Indigenous identity and mission

GROWTH & ADVANTAGES
This role is designed to grow with you. As Red Cloud Studio evolves, so will the opportunities available to the right person. Experience gained here, across administration, finance, contract administration, and specification documentation, builds a genuine foundation in design practice management. Recognized career paths exist within architectural and design firms for those who develop these skills, and we are committed to supporting that growth as the studio expands.
Benefits are available to team members who meet a minimum hourly threshold, and we are happy to discuss the details with the right candidate.
HOW TO APPLY
Send the following to info@rgal.ca with the subject line: Administration Coordinator Application
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A brief introduction — 3 to 5 sentences on why this role fits you
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Your resume
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One example of a system, process, or tracking tool you built or improved — what was the problem, what did you do, what changed
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Your availability and hourly rate expectations
We will review applications on a rolling basis and are looking to fill the role in a timely manner. Philámayaye / mīkwēc — thank you for your interest in joining our team.