Studio Administrator, Project Coordinator

NBBJ•Los Angeles, CA

1d•$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