Studio Administrative Coordinator

The Studio Administrative Coordinator serves as the front-line receptionist for our studio, welcoming clients, guests, and team members while maintaining a warm and professional atmosphere. This role provides essential administrative support for the overall studio, ensuring smooth daily operations, assisting the Studio Leader with some administrative tasks, and managing general studio coordination. The ideal candidate is organized, personable, and ready to support the dynamic needs of our studio environment.

Essential Functions

Reception and Client Service

• Greet clients, guests, and team members professionally and warmly, ensuring a positive and welcoming atmosphere.
• Manage the studio phone system, directing calls to the appropriate team members and responding to general inquiries.
• Maintain the reception area, ensuring it is tidy, organized, and stocked with necessary materials.
• Coordinate incoming and outgoing mail and package deliveries, notifying team members of arrivals and ensuring timely distribution.
• Provide assistance to visitors by coordinating parking, suite access, and Wi-Fi setup.
• Maintain and update the team member and visitor log.

Studio Administration Support

• Order and manage studio supplies, ensuring the team has necessary resources for daily operations.
• Track and manage studio maintenance requests, liaising with building management or vendors for timely repairs.
• Assist in coordinating ongoing maintenance and service needs for company vehicles, including scheduling appointments and tracking required documentation.
• In partnership with Finance, support the administration of company vehicle records and related compliance paperwork.
• Coordinate firmwide Lunch & Learn sessions by communicating with external vendors, sending internal invitations, and arranging food and meeting logistics.
• Support the ordering and distribution of name plates for team members across the firm, including submitting requests and coordinating delivery.
• Assist in organizing team events, meetings, and studio gatherings, including arranging logistics, catering, and space setup. In partnership with IT, support studio technology needs, such as setting up conference calls and video conferencing for team meetings.
• Support onboarding of new team members within the studio, including studio orientation and initial workspace setup.

Administrative Support to Studio Leader

• Assist the Studio Leader with scheduling, meeting preparation, and other administrative tasks as needed.
• Prepare and format documents, presentations, and reports on behalf of the Studio Leader.
• Coordinate travel arrangements, including booking flights, accommodations, and managing itineraries when necessary.
• Help draft and distribute internal communications on behalf of the Studio Leader.
• Complete expense reports.
• Conduct initial research or information gathering for presentations and projects as requested

Requirements:

Required Qualifications

• High school diploma.
• 3+ years of experience in a receptionist or administrative support role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with technology and office management tools.
• Familiarity with Adobe Creative Suite software.
• Basic experience with expense reporting.
• Experience with event coordination, including setup and logistical planning.
• Strong organizational skills, with the ability to prioritize multiple tasks.
• Strong written and verbal communication skills.
• Ability to provide excellent customer service (internally and externally)
• Friendly and professional demeanor.
• Ability to work independently and take initiative while maintaining effective teamwork.

Preferred Qualifications

• Associate's degree in Business Administration or related field preferred.
• Previous experience managing studio reception and providing admin support in a professional services firm.
• Ability to anticipate studio needs and proactively address potential challenges.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands and arms; balance, stop, kneel, or crouch; speak or listen. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Workplace Environment

While performing the duties of this job, the employee is not exposed to hazardous working conditions. The noise level in the work environment is usually moderate.

Position Adaptability Statement

This job description was created in March 2025 to reflect the current needs of the firm. As the organization evolves, the duties and responsibilities associated with this position may be adjusted to accommodate changes in the firm's growth, strategic priorities, or business needs. The percentage of responsibilities may also shift over time to align with these developments. The firm reserves the right to modify the role as necessary.

McMillan Pazdan Smith Architecture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation or gender identity), national origin, age (40 or older), disability or genetics. In addition to federal law requirements, McMillan Pazdan Smith Architecture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment. Applicants also have rights under the following Federal Employment Laws: Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), Employee Polygraph Protection Act (EPPA).