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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Seniority level
Entry level
Employment type
Full-time
Job function
Design, Art/Creative, and Information Technology
Industries
Internet Publishing
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