Studio Administrator

Primary Responsibilities

• Create positive first impressions when greeting our guests and provide exceptional hospitality level services during their visits.
• Responsible for the day-to-day operations of the office, including general office functions, maintaining office and pantry supply inventory, and providing general tidying and upkeep of the office.
• Review/approve local vendor invoices (for routine, contracted services).
• Aid in preparing, monitoring, and managing the annual office expense budget and prepare quarterly reporting, in coordination with Managing Principals and Regional Office Manager.
• Review/approve time sheets and expense reports in a timely fashion to ensure compliance with company policies, as well as assisting Principals with compiling receipts and submitting expenses.
• Cook up and coordinate with Regional Office Manager and Managing Principals for Studio-wide staff events (holiday parties, wellness events, workshops, presentations, etc.).
• Support Principals in tracking and maintaining architectural licenses in various states.
• Maintain Studio PTO calendar, seating plan, and phone listings.
• Collaborate with local team, as well as company-wide IT team, providing basic troubleshooting, including printer/toner issues, paper jams, setting up docking stations, etc.
• Aids in travel arrangements and coordination with travel agent, as needed.
• Cook up and coordinate with Regional Office Manager and provide back-up support, as needed, to Region-Wide Operations Team remotely.
• Support Managing Principals, Project Managers, and Regional Office Manager with additional tasks, as requested.

Project Management Administration Support

• Under direction of the Project Manager, assist with prime agreements, work authorizations, master agreements, certificate of insurance, W-9’s, etc.
• Maintain records archiving and retention process, with input from project managers.

Facilities Management

• With Regional Office Manager, liaise with building management (building access, concierge, office cleaning, maintenance/repair, etc.).
• Coordinate and facilitate with building management regarding events, fire drills, inspections, etc.
• Routinely compile list of maintenance repairs and coordinate with Regional Office Manager for resolution.
• Coordinate and schedule vendor activities, equipment servicing, and other office maintenance contractors, such as cleaners, etc.