Office Administrator - Temporary Part-time

Office Administrator

As a steward of HED's workplace experience, the Office Administrator supports a vibrant, people-first environment by performing moderately complex administrative tasks and assisting in daily operations that support the firm's efficiency, culture, and mission. This role offers foundational exposure to office operations and a clear path toward advancement into the Office Manager position. Office Administrators report to the Office Manager, or to the Corporate Administration Leader in offices without one.

This role is temporary, part-time 24 hours/week from September 9th through November 5, 2026, based in our Los Angeles office.

Essential Functions:

• Support smaller offices with less than 20 people with limited operational complexity
• Track administrative expenditures and assist with reconciliation of credit card purchases and receipts, in coordination with the Office Manager or Corporate Administration Leader
• Support front-line office operations as the primary contact for facilities and supply needs, ensuring a well-equipped and welcoming environment that fosters productivity and inclusion
• Maintain and organize the materials library, where applicable, in partnership with interior design leaders to ensure resources are current, well-catalogued, and readily accessible
• Provide high-level administrative support for construction administration activities, including the oversight of RFIs, submittals, and preparation of AIA contract documents using platforms such as Catina
• Implement and support established administrative processes, offering suggestions for improvement when appropriate
• Serve as the primary liaison with building management, resolving issues related to safety, maintenance, and emergencies with minimal disruption to operations
• Lead planning and execution of office moves and relocations, ensuring continuity of business operations and clear communication throughout the process
• Oversee mail and shipping operations, including all incoming and outgoing deliveries via UPS, FedEx, and courier services
• Champion firm-wide initiatives such as professional development, employee engagement, and social programming in collaboration with Principals and Associate Principals, reinforcing a culture of learning, inclusion, and community
• Manage meeting logistics, including room setup, technology support, and arranging cleanup for both onsite and offsite meetings
• Direct the initial onboarding experience for new hires by developing orientation schedules, coordinating with IT and HR, and delivering key systems training
• Act as the first point of contact for local employee relations matters, providing initial support and routing inquiries to the appropriate HR contacts as needed
• Support HR in executing wellness programming and assist with office wellness budget tracking and reconciliation, in coordination with the Office Manager or Corporate Administration Leader
• Partner with IT to ensure workstations are fully equipped and functional; maintain an inventory of shared office technology (e.g., docking stations, dongles, cords) and proactively address equipment needs
• Coordinate hardware logistics in partnership with IT and external vendors to support office and project operations
• Develop and distribute key office-wide communications related to licensure, culture, events, and updates through internal channels such as email and intranet
• Arrange travel for local employees and candidates, ensuring smooth, cost-effective logistics as requested.
• Coordinate visitor access protocols, including security clearance and guest registration through building systems
• Support ad hoc projects assigned by the Office Manager or Corporate Administration Leader

Requirements:

• Associate or bachelor's degree in a relevant field is preferred but not required
• Candidates may also qualify with professional certifications such as CDFA, PHR, or other administrative or operations-related credentials
• In lieu of a degree or certification, candidates should have approximately three or more years of progressively responsible experience in office administration, ideally within the Architecture/Engineering (A/E) industry
• Proficiency in Microsoft Office Suite (Word, Excel) with working knowledge of general administrative protocols is required. Familiarity with AIA contract documents, Bluebeam, or construction administration is a plus
• Demonstrated ability to communicate professionally and inclusively with individuals at all levels across diverse teams and business contexts
• Strong organizational and time management skills, with the ability to balance independent work and team collaboration. Maintains a proactive mindset and steady demeanor in a fast-paced, detail-oriented environment

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to effectively communicate in writing and verbally via phone, video conferencing, and in-person
• Visual acuity to perform responsibilities
• Must be able to lift ten (10) pounds at minimal

Work Environment:

• We embrace a hybrid model that promotes both autonomy and collaboration, including the freedom to work from home, with regular in-office days to connect with teammates and build culture.
• The office is a professional, open-space environment for collaborative and independent work

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.