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.