Front Office Administrator

MVE + Partners•Irvine, CA

1d•$28 - $32•Onsite

About The Position

The Front Office Administrator supports the Office Manager with front-office responsibilities and assists the Irvine office’s studios and operations with administrative tasks. The role helps keep the office organized and provides administrative support to project and operations teams so designers can focus on design. It involves welcoming visitors, coordinating office operations and facilities, and supporting meetings and events.

Requirements

At least 2 years of experience in a front desk, office coordinator, or administrative role; experience in architecture, interior design, engineering, or another professional services firm is ideal.
Proficiency with Microsoft Office Suite, including Word, Excel, SharePoint, Teams, and Outlook; proficiency with Deltek Vantagepoint; and comfort learning new software.
A proactive, service-minded attitude and ability to identify tasks that need attention without being asked.
Discretion when handling confidential client, project, and personnel information.
Strong attention to detail and excellent organizational, communication, and technical skills.
Success handling multiple tasks or projects at the same time and excellent time-management skills.
Ability to interact professionally with all levels of the firm, clients, vendors, subcontractors, and visitors, with polished and warm communication in person, by phone, and in writing.

Nice To Haves

Familiarity with architecture or design studio workflows and terminology.
Experience with Adobe InDesign or Bluebeam for formatting proposals.
Experience with ADP software.
Experience coordinating events and managing vendor relationships.
Associate’s or bachelor’s degree, or equivalent experience.

Responsibilities

Create, format, and proofread documents; track emails; organize files; perform data entry; and assist departments with other administrative tasks.
Greet clients, consultants, contractors, candidates, and other visitors.
Answer and route the main phone line and general inbox.
Manage conference room calendars, set up meetings, and coordinate meeting catering.
Send, receive, and distribute mail, packages, and deliveries.
Keep the lobby, conference rooms, and shared spaces clean, stocked, and presentation-ready.
Maintain and stock kitchens, break areas, conference rooms, restrooms, and supply rooms.
Monitor inventory and order office, kitchen, and restroom supplies.
Coordinate third-party vendors for food service, cleaning, and in-office services.
Assist the Office Manager with planning and executing office events, celebrations, and client-facing functions.
Perform other administrative, front-office, and facilities tasks as assigned by the Office Manager and staff.