Office Administrator

Full-time - Entry Level

San Francisco, CA

51-100 employees

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 in California, Hawaii and other Western states. Our work is tailored to the uniqueness and diversity of each client and place, maintaining a consistent focus on design excellence, thorough project management and superior service. We believe in collaboration, continuous learning and sharing, and actively support candidates on the path to become licensed architects. Our office is friendly and spirited, with regular happy hours, field trips and design-focused presentations. We are conveniently located in SoMa within walking distance of all major transit systems. This position is based out of the San Francisco office.

Responsibilities

• 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
• Answers all general firm telephone calls, emails and mail (including packing/shipping/receiving as back up to teams as needed) correspondence received by the firm; providing relevant information when possible and forwarding to relevant staff as needed
• Provide support for client and internal office meetings, presentations and events with conference/video room setup (in partnership with IT and Executive Assistant), presentation materials, supplies, transportation, food/beverage and other coordination as needed
• Regularly provide proactive updates on office wide programs and office building improvements to key stakeholders, to ensure progress is made on time and on budget
• Create and maintain an office budget, working with supporting departments to maintain inventory of supplies, equipment, and furniture for business related purposes
• Manage and order all office supplies; develop and maintain an inventory list of supplies, including emergency kits, office supplies, food consumables, etc. to avoid duplication and so that expired items are properly discarded
• 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, etc.); providing proactive and regular updates with building owners
• Lead all Office/Goodwill Events for firm; lunches, meetings, holiday celebrations, outreach, office field trips and retreats; including budgeting and approvals in close partnership with the Administrative Team
• Co-lead the development and maintenance of the office emergency preparation program including plan development and maintenance, staff training and required reporting, in very close coordination with Human Resources, Finance and other supporting Operations Teams
• Facilitate the preparation, execution and coordination of office wide Bi-Weekly Staff Meetings, in coordination with the Administrative Team
• Manage WW Staff calendar, including all events and dates pertaining to staff to ensure schedules are proactively communicated to key parties
• Other duties and special projects as identified and assigned

Requirements

• High school degree or equivalent required; Associates degree or Bachelor's degree in business, hospitality or related field preferred
• 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
• Experience with a Mac environment and Google Suite strongly preferred; ability to recommend, learn and implement new technologies to support office operations is preferred
• Ability to maintain strict confidence and discretion of sensitive information

Benefits

• Competitive compensation package including fully paid health benefits for employees
• Profit sharing
• Employer 401(k) contribution
• Generous paid time-off
• Flexible spending accounts