Studio Administrator, Project Coordinator

NBBJLos Angeles, CA
$36 - $40

About The Position

NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company, a Fast Company Most Innovative Architecture Firm and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach that, fueled by ideas and a culture of collaboration, creates healthy buildings, strong communities and a resilient environment. With leading clients, diverse colleagues and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary.

Requirements

  • Minimum of five years’ experience in administrative support, with an emphasis on accounting or finance
  • Proficiency in Microsoft applications, including Word, Excel, PowerPoint, Outlook, and Teams
  • Ability to learn specific data management software and train project teams on the steps required to access information and upload content
  • Detail-oriented and highly organized, with the ability to multitask
  • Ability to consistently meet deadlines
  • Excellent written and verbal communication skills
  • Ability to work independently and collaboratively as a team member, with excellent interpersonal skills

Nice To Haves

  • Experience supporting projects in the A/E industry is preferred
  • Experience with Deltek Vantagepoint is a plus

Responsibilities

  • Attending weekly project management meetings, preparing meeting materials, taking minutes, and following up on action items
  • Managing financial tracking and forecasting for the studio
  • Monitoring project performance and projections
  • Tracking staff utilization and forecasting resource needs
  • Recording studio and project costs
  • Collecting and reviewing timesheets
  • Coordinating bi-weekly studio meetings, studio-wide events, and initiatives
  • Scheduling meetings, including quarterly studio advocacy check-ins
  • Onboarding new hires
  • Handling miscellaneous studio administrative duties
  • Scheduling and attending project meetings; composing, editing, and posting meeting notes
  • Setting up and maintaining projects in NBBJ’s financial and legal systems
  • Document posting, downloads, file transfers, reprographics, and related tasks
  • Reviewing, monitoring, and maintaining document file structures
  • Coordinating team travel arrangements, as needed
  • Preparing contracts and contract change proposals, and tracking additional service requests
  • Assisting with project construction administration, as needed
  • Carrying out miscellaneous administrative duties, including general correspondence, filing, and archiving, as needed by the project team

Benefits

  • NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.
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