Studio Administrator (6-month contract)

Walker Warner•Francisco, IN

1d•Onsite

About The Position

Walker Warner Architects is an award-winning San Francisco firm with a staff of 80+ that has completed many residential, winery and hospitality projects. The firm values collaboration, continuous learning, and actively supports candidates on the path to become licensed architects. The office is friendly and spirited, located in SoMa, San Francisco, within walking distance of major transit systems. As a Studio Administrator, this role is central to supporting the studio and ensuring smooth day-to-day operations of projects and teams, blending administrative excellence, operational coordination, and client-facing support within a fast-paced design environment. This is a 6-month temporary contract position with potential to become full-time.

Requirements

High school degree or equivalent required
Five or more years successfully managing all aspects of an office space including office events, hosting client meetings, facilities, maintenance, construction, consultant coordination and other office needs as needed
Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
Self starter with exceptional organization and time management skills; ability to prioritize competing tasks in order to complete a wide variety of responsibilities often with competing deadlines
Flexibility to adjust to new tasks when company or office needs change
Strong interpersonal skills to interact positively with all employees, clients and guests; consistently positively representing the firm
Leadership ability to manage challenges and to potentially lead other employees
Attention to detail to ensure tasks are completed thoroughly, accurately and on time
Ability to maintain strict confidence and discretion of sensitive information

Nice To Haves

Associates degree or Bachelor's degree in business, hospitality or related field preferred
Experience with a Mac environment and Google Suite strongly preferred
Ability to recommend, learn and implement new technologies to support office operations is preferred

Responsibilities

Answers all general firm telephone calls, emails and mail correspondence received by the firm; providing relevant information when possible and forwarding to relevant staff as needed
Maintaining a clean, organized, studio space including kitchens, conference rooms and shared spaces.
Facilitate the preparation, execution and coordination of office wide Monthly Staff Meetings, in coordination with the Operations Team
Serve as a temporary coverage for Executive Assistant.
Other duties and special projects as identified and assigned
Provide support for client and internal office meetings, presentations and events with conference/video room setup, presentation materials, supplies, food/beverage and other coordination as needed
Coordinate and manage daily lunch orders for leadership, including team oversight meetings, partner meetings, new hire orientation and other ad hoc meetings as needed.
Regularly provide proactive updates on office wide programs and office building improvements to ensure progress is made on time and on budget
Co-lead with multiple departments on all Office/Goodwill Events for the firm; Holiday celebrations, outreach, office field trips and lunch & learns; including proposal, budgeting and approvals.
Serve as first point of contact for all employees, guests and visitors while monitoring entry and exit of building; consistently positively representing the firm in alignment with our values
Manage WW Events calendar, sending out firm wide invitations, collecting attendance for various events across multiple departments.
Manage budgets for maintenance, office supplies, and goodwill, working across departments to keep operations running smoothly
Manage and order all office supplies; develop and maintain an inventory list of supplies, including emergency kits, office supplies, food consumables, etc.
Vendor relationship management, including selection of vendors, contract negotiation, invoice review, and management and coordination of regular building needs (HVAC, fire extinguishers, janitorial, building security, regular maintenance.)
Ongoing development and maintenance of the office emergency preparation program in coordination with HR.
Lead new hire training and orientation on facilities and emergency preparedness, in close coordination with Human Resources and other supporting Operations Teams