Studio Administrator, Project Coordinator

NBBJ•Los Angeles, CA

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. The role involves partnering closely with the operation lead, studio core team, and project managers to provide administrative support for the studio and projects.

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

Support the Operations Lead by attending weekly project management meetings, preparing meeting materials, taking minutes, and following up on action items.
Manage financial tracking and forecasting for the studio.
Monitor project performance and projections.
Track staff utilization and forecast resource needs.
Record studio and project costs.
Collect and review timesheets.
Support the studio core team with coordinating bi-weekly studio meetings, studio-wide events, and initiatives.
Schedule meetings, including quarterly studio advocacy check-ins.
Onboard new hires.
Handle miscellaneous studio administrative duties.
Assist Project Managers with scheduling and attending project meetings; composing, editing, and posting meeting notes.
Set up and maintain projects in NBBJ’s financial and legal systems.
Handle document posting, downloads, file transfers, reprographics, and related tasks.
Review, monitor, and maintain document file structures.
Coordinate team travel arrangements, as needed.
Prepare contracts and contract change proposals, and track additional service requests.
Assist with project construction administration, as needed.
Carry out miscellaneous administrative duties, including general correspondence, filing, and archiving, as needed by the project team.