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Studio Assistant & Office Coordinator

Studio Assistant & Office Coordinator

Wolcott ArchitectureLos Angeles, CA, US
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Wolcott Architecture is seeking a  Studio Assistant & Office Coordinator to manage front-of-house operations and provide broad administrative support across departments.

This is a full-time, in-office position supporting a dynamic design studio.

You’ll be the first point of contact for all incoming communication and play a key role in daily operations, office upkeep, and team culture.

Key Responsibilities Office Management Serve as the welcoming face of the studio :

  • answer phones, greet guests, manage front desk duties, and notify staff of visitors.
  • Accept and distribute packages, deliveries, and mail; coordinate courier pickups via UPS, FedEx, and messenger services.
  • Track and place orders for office and pantry supplies; ensure all common areas are fully stocked and tidy (including restrooms, reception, and supply drawers).
  • Schedule and coordinate general building maintenance, including vendor visits for repairs, landscaping, and rooftop propane refills.
  • Prepare conference rooms and studio for presentations, meetings, and events (food, beverages, AV / music setup, parking reservations).
  • Maintain vendor relationships and ensure timely payment coordination.
  • Administrative Support Format and distribute standard WAI documents (punch lists, work authorizations, meeting reports, memos, etc.).
  • Proficient in Adobe Creative Suite, Microsoft Office Suite, and Google Workspace.

Coordinate the internal library calendar :

  • schedule Lunch & Learns, vendor presentations, and all-staff meetings.
  • Maintain weekly PTO snapshot alerts for Project Managers.
  • Stay informed on active projects and assigned teams; assist with submittal photography and sample management.
  • Update the internal staffing sheet weekly and track key scheduling changes.
  • Keep inventory of studio devices and assist with IT equipment setup in collaboration with tech support.
  • Help coordinate internal team events including budgets, venues, catering, and décor.
  • HR & Operations Support Assist with hiring, onboarding, and offboarding processes (documentation, checklists, IT coordination).
  • Review resumes, maintain job postings in JazzHR and LinkedIn, and conduct initial phone or Zoom screenings.
  • Coordinate with IT for employee archiving, email forwarding, and device reassignment.
  • Marketing & Design Support Support the Graphic Design & Marketing Coordinator with brochures, transmittals, and material prep.
  • Track award submission deadlines, assist with editing, and upload final materials.
  • Maintain storage of marketing materials in designated studio areas.
  • Executive & Accounting Support Support the Accounting Director with filing, check processing, and invoice tracking.
  • Assist Design Principal and Partners with timesheets, expense reports, errands, and scheduling.
  • Work alongside the President’s Executive Assistant as needed for studio tasks or overflow work.

    • Qualifications :

  • 1–3 years of administrative, receptionist, or office coordination experience preferred.
  • Friendly, detail-oriented, and calm under pressure.
  • Excellent verbal and written communication skills.
  • Ability to juggle multiple priorities and deadlines across departments.
  • Comfortable working with all levels of staff, vendors, and clients.
  • Familiarity with creative environments, design firms, or architecture studios a plus.
  • Local, Los Angeles candidates only.
  • This is an onsite position at our office in Los Angeles.
  • No remote candidates please.
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    Studio Coordinator • Los Angeles, CA, US