Office Administrator

Why Join Us? Mathes Brierre Architects has practiced continuously since 1891, evolving alongside New Orleans while supporting meaningful work for great clients. Our practice brings together architecture, interior design, and landscape architecture through a commitment to people, collaboration, thoughtful design, and lasting relationships. We are seeking a proactive, detail-focused Office Administrator to serve as a central resource for our office and project teams. This is a mid-level, office-focused position. The Office Administrator will independently manage varied priorities, keep project correspondence and documentation moving, support daily office operations, and provide professional service across the firm. The right candidate will combine initiative, sound judgment, strong follow-through, and a commitment to accurate, high-quality work. What You Will Do Project Administration and Document Control Prepare, format, route, track, maintain, and distribute project correspondence, contracts, change orders, and related documentation for clients, contractors, and consultants. Partner with Principals and Project Managers to keep project paperwork, correspondence, deadlines, and required follow-up on track. Review incoming information for completeness, identify missing details or gaps, and follow up with the appropriate team members before documents move forward. Maintain accurate, accessible project records and consistent filing across multiple, active projects. Use established templates and software requirements to produce consistently formatted, professional documents. Support RFQ responses, proposals, marketing materials, design sheets, and light copywriting or document-layout needs as workload and experience permit. Office Operations and Team Support Coordinate daily office operations, including supplies, purchasing, equipment, maintenance, vendor relationships, deliveries, and general office needs. Serve as a dependable first point of contact for office questions and provide limited reception support for visitors, incoming calls, and the firm’s phone system. Coordinate routine technical inquiries among employees and external IT support partners and assist with basic troubleshooting. Build and maintain effective working relationships across the firm while providing responsive, service-oriented support. What You Bring At least 3-5 years of progressive office administration, office management, or project coordination experience in a professional environment. Strong organization, prioritization, follow-through, and attention to detail, with the ability to manage multiple active priorities and stakeholders. Strong professional writing, editing, correspondence, and verbal communication skills. Proven ability to work independently, take initiative, recognize incomplete work, solve problems within established guidelines, and move tasks toward resolution. Proficiency with Microsoft 365 and comfort learning and using document-routing, project, and office technology. Experience with Adobe Acrobat Pro, Adobe Sign, or similar electronic signature and document-routing tools. Professional, personable, adaptable, and comfortable serving as a visible point of contact for employees, visitors, vendors, and project partners. Preferred Experience Experience in architecture, engineering, construction, or another project-based professional services environment. Experience with proposal development, RFQs, templates, document control, Adobe InDesign, or professional document formatting. Work Environment & Essential Functions This is a full-time, fully on-site position located in New Orleans, Louisiana, with a regular schedule of Monday through Friday, 8:30 a.m. to 5:30 p.m. Work is primarily performed in a professional office environment. Regular and reliable attendance during the established work schedule is an essential function of the position. Regular communication is required by phone, email, virtual meeting, and in person with employees, clients, consultants, contractors, vendors, and visitors. Duties require extended use of computers, phones, and other standard office equipment to prepare, review, route, track, and maintain documents and records The position requires the ability to organize and handle physical and electronic files, office materials, supplies, and routine deliveries. Work requires sustained attention to detail, professional communication, organization, prioritization, and the ability to manage multiple tasks and deadlines. The employee must be able to maintain confidentiality and exercise discretion when handling personnel, client, contract, and project information. Some duties may require standing, walking, bending, reaching, or moving office materials and supplies. Benefits Medical insurance with a monthly employer contribution Voluntary dental, vision, and other supplemental coverage options Employer-paid life insurance Paid time off and paid holidays 401(k) with an employer contribution of up to 4% A supportive, collaborative, and long-tenured workplace culture Disclaimer: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. This job description is intended to describe the general nature and level of work performed in this position. It is not designed to contain a comprehensive listing of all duties, responsibilities, or qualifications required. Duties and responsibilities may be modified or assigned based on business needs. This job description does not constitute an employment contract or alter the at-will employment relationship. Work Authorization: Applicants must be currently authorized to work in the United States for any employer. Equal Employment Opportunity Mathes Brierre Architects provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state, or local law. This job posting summarizes the general nature and level of work expected. Responsibilities may be adjusted based on business needs. Employment with Mathes Brierre Architects is at will, consistent with applicable law.