Office Administrator

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

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.