Architectural Office Administrator & Project Coordinator

Mathes Brierre Architects; New Orleans (LA); On-site; USD 40,000 - 55,000; Full time

Job summary

Mathes Brierre Architects in New Orleans is seeking a proactive Office Administrator to serve as a central resource for our office and project teams. This mid-level, on-site role focuses on document control, project correspondence, and day-to-day operations.

You will work with Principals and Project Managers to track deadlines, prepare professional documents, and support RFQ responses, proposals, and light copywriting as needed. Strong organization and communication are essential.

Qualifications

• 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.

Responsibilities

• 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.
• 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.

Skills

Organization & prioritization

Attention to detail

Verbal & written communication

Independent work initiative

Tools

Microsoft 365

Adobe Acrobat Pro

Adobe Sign

Adobe InDesign

Job description

Mathes Brierre Architects in New Orleans is seeking a proactive Office Administrator to serve as a central resource for our office and project teams. This mid-level, on-site role focuses on document control, project correspondence, and day-to-day operations.

You will work with Principals and Project Managers to track deadlines, prepare professional documents, and support RFQ responses, proposals, and light copywriting as needed. Strong organization and communication are essential.