Firm Description - Studio Administrator (6-month contract)

Walker Warner Architects is an award-winning San Francisco firm with a staff of 80+ that has completed many residential, winery and hospitality projects in California, Hawaii and other Western states. Our work is tailored to the uniqueness and diversity of each client and place, maintaining a consistent focus on design excellence, thorough project management and superior service. We believe in collaboration, continuous learning and sharing, and actively support candidates on the path to become licensed architects. Our office is friendly and spirited, with regular happy hours, field trips and design-focused presentations. We are conveniently located in SoMa within walking distance of all major transit systems.

For more information about our projects and firm, please visit us on Instagram and LinkedIn. 

This position is based out of the San Francisco office, 6 Months (Temporary, with potential to become full-time)

As a Studio Administrator, you will play a central role in supporting the studio and ensuring the smooth day-to-day operations of projects and teams. This position blends administrative excellence, operational coordination, and client-facing support within a fast-paced design environment. The Studio Administrator will report directly to the Executive Assistant. 

Primary Responsibilities

Studio/Office Operations

• Answers all general firm telephone calls, emails and mail correspondence received by the firm; providing relevant information when possible and forwarding to relevant staff as needed
• Maintaining a clean, organized, studio space including kitchens, conference rooms and shared spaces. 
• Facilitate the preparation, execution and coordination of office wide Monthly Staff Meetings, in coordination with the Operations Team
• Serve as a temporary coverage for Executive Assistant. 
• Other duties and special projects as identified and assigned

Staff Support & Workplace Experience

• Provide support for client and internal office meetings, presentations and events with conference/video room setup, presentation materials, supplies, food/beverage and other coordination as needed
• Coordinate and manage daily lunch orders for leadership, including team oversight meetings, partner meetings, new hire orientation and other ad hoc meetings as needed.
• Regularly provide proactive updates on office wide programs and office building improvements to ensure progress is made on time and on budget 
• Co-lead with multiple departments on all Office/Goodwill Events for the firm; Holiday celebrations, outreach, office field trips and lunch & learns; including proposal, budgeting and approvals.
• Serve as first point of contact for all employees, guests and visitors while monitoring entry and exit of building; consistently positively representing the firm in alignment with our values
• Manage WW Events calendar, sending out firm wide invitations, collecting attendance for various events across multiple departments. 

Facilities and Resource Management 

• Manage budgets for maintenance, office supplies, and goodwill, working across departments to keep operations running smoothly
• Manage and order all office supplies; develop and maintain an inventory list of supplies, including emergency kits, office supplies, food consumables, etc.
• Vendor relationship management, including selection of vendors, contract negotiation, invoice review, and management and coordination of regular building needs (HVAC, fire extinguishers, janitorial, building security, regular maintenance.)
• Ongoing development and maintenance of the office emergency preparation program in coordination with HR.
• Lead new hire training and orientation on facilities and emergency preparedness, in close coordination with Human Resources and other supporting Operations Teams

Qualifications

• High school degree or equivalent required; Associates degree or Bachelor's degree in business, hospitality or related field preferred
• Five or more years successfully managing all aspects of an office space including office events, hosting client meetings, facilities, maintenance, construction, consultant coordination and other office needs as needed
• Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
• Self starter with exceptional organization and time management skills; ability to prioritize competing tasks in order to complete a wide variety of responsibilities often with competing deadlines
• Flexibility to adjust to new tasks when company or office needs change
• Strong interpersonal skills to interact positively with all employees, clients and guests; consistently positively representing the firm
• Leadership ability to manage challenges and to potentially lead other employees
• Attention to detail to ensure tasks are completed thoroughly, accurately and on time
• Experience with a Mac environment and Google Suite strongly preferred; ability to recommend, learn and implement new technologies to support office operations is preferred
• Ability to maintain strict confidence and discretion of sensitive information

Compensation 

The hiring base hourly range for this position will be shared when actively recruiting for this role, as required by law.  Any offer of compensation will be determined by a candidate’s education, skills, and experience as assessed during the interview process.

How to Apply

Please submit your resume and cover letter. We will acknowledge receipt of your information, but only candidates being considered for a position will be contacted directly. 

Please no hard copies, drop-ins or telephone calls. Reposting this job description elsewhere is not permitted.

Diversity

Walker Warner is an e-Verify organization.  We value diversity and know that diverse workplaces lead to a culture of innovation and more successful business outcomes. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

COVID-19 Vaccination

We strongly encourage all employees to be fully vaccinated and boosted against COVID-19 and provide reasonable accommodations consistent with legal requirements (e.g., for medical and religious reasons.)

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times