OFFICE
COORDINATOR

At Wolcott Architecture
Los Angeles, CA

Purpose of Position: Serve as a full-time Office Coordinator in the front office, answering phones, greeting guests, and being the first point-of-contact for all incoming and outgoing communication to the Wolcott office. In addition, provide administrative assistance and support required to maintain daily operations of a non-technical nature.
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Typical Duties:‍

  • Serve as first point-of-contact for the front office, providing a polished and professional impression for employees and guests.
  • Answer phones, sometimes in periods of high traffic and volume. Greet visitors and inform the staff of visitors’ arrival.
  • Maintaining correspondence using WAI format and standards (i.e., punch lists, work authorizations, meeting reports, memos, transmittals, etc.), as directed by senior staff or management personnel.
  • Preparation of spreadsheets, graph charts and general documentation from redlined documents prepared by Senior Staff or management.
  • Proficient in the following software: Microsoft Word, Excel, Project, PowerPoint, Outlook, and Internet applications, etc.
  • Responsible for filing of all documents categorized by project as directed by Senior Staff or management on a timely basis.
  • Responsible for acting as receptionist and telephone switchboard operator.  
  • Responsible for faxing, emailing, messengering, and mailing of correspondence.
  • Responsible for sending out overnight and courier requests via the appropriate vendors (i.e. Fed Ex or messenger service), including follow up on delivery status.
  • Responsible for distribution of mail, messenger/overnight packages, faxes, etc. to staff.
  • Preparation for presentations and client meetings including conference room set-up (food, beverage, writing tablets, etc.).
  • Responsible for keeping the reception area, conference room, supply cabinets and office area always organized and stocked of mailing accessories.
  • Responsible for maintaining marketing materials in reception area.
  • Familiarity with active projects and assigned teams.
  • Maintain daily sign-in/out sheets using best efforts at keeping informed of staff where abouts. (During Covid-19 keeping track of who visits the office via Share Point Links).
  • Overall cleanliness of the office, including the pantry areas.

May occasionally be called upon to:

  • Prepare transmittal, brochures, or other marketing materials
  • Perform tasks relative to procurement or maintenance of the building.
  • Contribute to firm event planning.
  • As needed support Principal-led and marketing team initiatives as well as maintain marketing lists and coordinate social media roll out.
  • Support Operations Director on special projects as needed.
  • Support Finance Team as required.

Experience Required:

‍A positive attitude, strong work ethic and attention to detail are a must.

Apply to: resumes@wolcottai.com

*Please send resume & portfolio in PDF format, no more than 10 MB files.