Office & Administrative Coordinator

Office & Administrative Coordinator STORYN Studio for Architecture Saint Petersburg, FL Job Details Full-time $40,000 - $70,000 a year 22 hours ago Benefits Health insurance 401(k) 401(k) matching Retirement plan Qualifications Google Workspace Microsoft Excel Operations management Executive administrative support Administrative experience Bachelor's degree Organizational skills Clerical experience Productivity software Office management Time management Full Job Description STORYN Studio for Architecture is a nationally and internationally focused architectural practice specializing in precise research and collaboration with clients to create unique spaces that tell a project's story. STORYN collaborates closely with clients to design buildings and environmental projects that meet the highest possible standards of excellence while inspiring and transforming our local and international communities. The Office Coordinator will support the day-to-day operations of STORYN's office while providing administrative support to the Business Manager, Principals, Directors, and broader team. This role is responsible for helping ensure the office runs smoothly, visitors and vendors are properly coordinated, internal administrative systems are maintained, and key business operations tasks are completed accurately and on time. The Office Coordinator will oversee daily office operations, including maintenance requests, vendor/service schedules, inventory management, mail and package coordination, meeting support, and general office organization. This position will also assist with business administration tasks, including preparing and sending client invoices, tracking incoming consultant invoices, maintaining spreadsheets, and supporting project-related administrative workflows. Prior experience working in a design firm or professional services environment is preferred. Strong organizational skills, attention to detail, and the ability to manage changing priorities are essential. Proficiency in Microsoft Office and Google Workspace is required, with intermediate Excel experience preferred.

KEY RESPONSIBILITIES INCLUDE

Administrative Support Provide administrative support to the Business Manager, Principals, Directors, and team to help ensure efficient office operations. Manage calendars for firm Principals and Directors, including coordinating meetings, appointments, and travel arrangements. Answer phone calls, assist clients and visitors, sign for incoming packages, and coordinate day-to-day office communications. Review, route, respond to, and monitor follow-up action items on correspondence for firm Principals and Directors. Prepare and edit email correspondence, documents, agendas, meeting minutes, and other administrative materials. Coordinate meeting logistics, including room setup, catering, technology needs, and related support. Maintain physical and digital filing systems, databases, spreadsheets, and other administrative records. Prepare and send client invoices under the direction of the Business Manager. Track incoming consultant invoices, including logging receipt, monitoring status, and coordinating follow-up as needed. Support RFX preparation and submission efforts, including tracking deadlines, coordinating consultant information, organizing required forms and attachments, formatting materials, and assisting with final submission packages. Assist with maintaining proposal/RFX templates, project information, resumes, consultant materials, and other commonly used submission resources. Office Operations & Management Serve as the primary in-office point of contact, ensuring the studio is organized, functional, and operating efficiently on a daily basis. Oversee general office operations, including maintaining shared spaces, coordinating cleaning/maintenance, and addressing day-to-day facility needs. Manage office supply inventory, ordering, and vendor coordination to ensure all materials and equipment are stocked and operational. Coordinate with building management, service vendors, and consultants as needed. Assist with onboarding logistics for new employees, including workspace setup, equipment coordination, and general office orientation. Support internal team coordination, including scheduling, in-office logistics, and day-to-day operational needs. Help maintain office standards, systems, and processes to support consistency and efficiency across the studio. Provide in-office support for company events, meetings, and team activities. General Assist with operating and maintaining office equipment, including printers and copiers. Work closely with the Business Manager and support other staff members as needed. Work with sensitive information with discretion to maintain confidentiality and ensure compliance with privacy policies. Ensure deadlines are met and adapt to changing priorities in a fast-paced environment. Assist with aiding with the studio culture. Present a positive and professional image for the organization.

REQUIREMENTS

Proficiency in Microsoft Excel and general office software. Excellent communication skills, both verbal and written. Strong organizational, time management, and planning skills. High level of accuracy and attention to detail. Proven experience working in an administrative or office coordination role. Ability to work independently and take initiative in managing office responsibilities. Ability to analyze and assess problems and propose solutions. Experience working in a design firm preferred. Bachelor's Degree preferred. This position offers full-time employment, totaling 40 hours per week. As part of our benefits package, you will have the opportunity to participate in our 401K plan and receive a health insurance stipend. In our workplace, we encourage creativity and innovation. Our employees are offered opportunities for continuous learning and development in an environment that is both challenging and rewarding. If you have a passion for design and are interested in working in a creative, fun, and inspiring environment, we would love to hear from you. Please include a cover letter and CV clearly outlining your suitability for the role. All application material should be sent to: STORYN is an equal opportunities employer. We welcome individuals from all backgrounds and recognize that to be successful, we need to create an inclusive environment where everyone can realize their potential and succeed. License No.

AA26003818

Pay:

$40,000.00 - $70,000.00 per year

Benefits:

401(k) matching Health insurance Retirement plan People with a criminal record are encouraged to apply

Education:

Bachelor's (Preferred) Ability to

Commute:

Saint Petersburg, FL 33705 (Required)

Work Location:

In person