Adamson Associates, Inc. is an internationally recognized architectural practice known for delivering complex, high-profile projects around the world. Our team is growing and we are seeking an Office Administrator / Document Coordinator to support both our project teams and daily operations in our Los Angeles office.
This in-office role blends administrative support with project‑focused document coordination. It is ideal for someone who is highly organized, proactive, and comfortable managing multiple workflows with accuracy and professionalism.
Key Responsibilities
- Project Document Management (Primary Focus)
- Maintain and update RFI and Submittal logs for California-based projects
- Coordinate with project teams to ensure documentation is current, accurate, and properly filed
- Support the development of a structured document management process similar to professional document control standards used in larger global studios
- Assist with distributing project documents to internal teams and external partners
- Subconsultant Coordination
- Track and file consultant RFP responses
- Develop, update, and maintain consultant fee spreadsheets
- Insert consultant scope of work and fee information into contract templates provided by the legal team
- Assist with preparing and issuing consultant letter agreements and contracts
- Maintain organized digital records of consultant documentation, contracts, and correspondence
- Office Management (Approximately 15% of Role)
- Serve as the primary liaison with building management
- Manage guest lists and visitor access
- Coordinate parking validations for staff and guests
- Answer incoming calls to the general office line (infrequent)
- Order and maintain kitchen and office supplies
- Assist with planning and coordinating the annual holiday party
- Support staff with reimbursable expense reports
Qualifications
- 2+ years of experience in office administration, document control, or project coordination
- Strong organizational skills and exceptional attention to detail
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Proficiency with Microsoft Office Suite (Excel expertise strongly preferred)
- Professional communication skills and a polished, reliable demeanor
- Ability to work independently while supporting a collaborative team
Employment Type: Full-Time
Compensation: This role will pay between $28 and $40 per hour based on experience, skills and expertise
Benefits package includes:
- Medical, Dental, Vision
- 401(k) with employer matching contribution up to 3% of salary
- Commuter benefits – employee sets aside a portion of pre-tax paycheck to pay for qualified commuting expenses
- Gym membership – sweat equity – Earn up to $200 every 6 months by participating in qualifying exercise options
- Vacation Days, Sick Days, and Holidays as defined by the Office
How to Apply
Please submit your resume to Christopher Lloyd, HR Manager (clloyd@adamson-associates.com)