Studio Assistant & Office Coordinator

Wolcott Architecture is seeking a Studio Assistant & Office Coordinator to manage front-of-house operations and provide broad administrative support across departments. This is a full-time, in-office position supporting a dynamic design studio. You’ll be the first point of contact for all incoming communication and play a key role in daily operations, office upkeep, and team culture.

Key Responsibilities

Office Management

• Serve as the welcoming face of the studio: answer phones, greet guests, manage front desk duties, and notify staff of visitors
• Accept and distribute packages, deliveries, and mail; coordinate courier pickups via UPS, FedEx, and messenger services
• Track and place orders for office and pantry supplies; ensure all common areas are fully stocked and tidy (including restrooms, reception, and supply drawers)
• Schedule and coordinate general building maintenance, including vendor visits for repairs, landscaping, and rooftop propane refills
• Prepare conference rooms and studio for presentations, meetings, and events (food, beverages, AV/music setup, parking reservations)
• Maintain vendor relationships and ensure timely payment coordination
  
  

Administrative Support

• Format and distribute standard WAI documents (punch lists, work authorizations, meeting reports, memos, etc.)
• Proficient in Adobe Creative Suite, Microsoft Office Suite, and Google Workspace
• Coordinate the internal library calendar: schedule Lunch & Learns, vendor presentations, and all-staff meetings
• Maintain weekly PTO snapshot alerts for Project Managers
• Stay informed on active projects and assigned teams; assist with submittal photography and sample management
• Update the internal staffing sheet weekly and track key scheduling changes
• Keep inventory of studio devices and assist with IT equipment setup in collaboration with tech support
• Help coordinate internal team events including budgets, venues, catering, and décor
  
  

HR & Operations Support

• Assist with hiring, onboarding, and offboarding processes (documentation, checklists, IT coordination)
• Review resumes, maintain job postings in JazzHR and LinkedIn, and conduct initial phone or Zoom screenings
• Coordinate with IT for employee archiving, email forwarding, and device reassignment
  
  

Marketing & Design Support

• Support the Graphic Design & Marketing Coordinator with brochures, transmittals, and material prep
• Track award submission deadlines, assist with editing, and upload final materials
• Maintain storage of marketing materials in designated studio areas
  
  

Executive & Accounting Support

• Support the Accounting Director with filing, check processing, and invoice tracking
• Assist Design Principal and Partners with timesheets, expense reports, errands, and scheduling
• Work alongside the President’s Executive Assistant as needed for studio tasks or overflow work
  
  

Qualifications:

• 1–3 years of administrative, receptionist, or office coordination experience preferred
• Friendly, detail-oriented, and calm under pressure
• Excellent verbal and written communication skills
• Ability to juggle multiple priorities and deadlines across departments
• Comfortable working with all levels of staff, vendors, and clients
• Familiarity with creative environments, design firms, or architecture studios a plus
  
  

Local, Los Angeles candidates only. This is an onsite position at our office in Los Angeles. No remote candidates please.

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