Office Assistant / Studio Coordinator

Archinect; Norwalk (CT); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

100% Health Insurance Premium & Deductible

100% Dental Insurance

100% Vision Insurance

Paid Time Off

Pre-tax Retirement Savings

Job summary

Beinfield Architecture in Norwalk, Connecticut is seeking a full-time Office Assistant / Studio Coordinator to support senior leadership and daily operations. The ideal candidate has experience in a creative professional services environment and strong organizational skills.

This position involves managing calendars, coordinating meetings, and assisting with financial reporting. The firm values a collaborative culture and offers 100% health insurance and paid time off.

Qualifications

• Previous experience as an Office Assistant, Executive Assistant, or similar role.
• Understanding of workflows in architecture or interior design studios.
• Ability to manage confidential information professionally.

Responsibilities

• Manage calendars and schedule meetings for senior leadership.
• Coordinate administrative tasks and meeting logistics.
• Assist with financial reporting and project documentation.

Skills

Organizational skills

Multitasking

Excellent communication

Problem-solving

Proficiency in Microsoft Office Suite

Tools

QuickBooks Online

Factor AE

Job description

Beinfield Architecture is seeking a full-time, highly organized, proactive, and detail-oriented Office Assistant / Studio Coordinator to support senior leadership and contribute to the daily operations of our architectural practice.

This position is ideal for someone who has previously worked in an architecture, interior design, engineering, or other creative professional services environment and understands the unique pace, priorities, and workflow of a design studio. The successful candidate will be resourceful, adaptable, and capable of balancing administrative responsibilities while supporting the needs of both leadership and the broader studio team.

Key Responsibilities

Executive & Administrative Support

• Manage active calendars for senior leadership, including scheduling meetings, coordinating appointments, and organizing daily priorities.
• Review, organize, and prioritize email communications, flagging important items and assisting with timely follow-up.
• Coordinate meeting logistics, prepare materials, and ensure efficient day-to-day operations.

Studio Operations & Team Support

• Serve as a central point of coordination for staff requests, office needs, and administrative follow-up.
• Help maintain organized studio workflows and support project teams with administrative tasks as needed.
• Assist with office organization, vendor coordination, and general operational efficiency.

Proposal & Contract Administration

• Support the preparation, organization, and tracking of architectural proposals, qualifications packages, and project-related documentation.
• Assist with the preparation and administration of AIA agreements, consultant contracts, and related project records.
• Maintain organized digital and physical project files.

Financial & Business Support

• Assist with monthly revenue and expense reporting, including support for P&L tracking.
• Coordinate administrative aspects of invoicing, project documentation, and financial reporting.
• Support leadership with general business administration tasks.

Personal Assistance

• Provide occasional personal support to firm leadership, including coordinating appointments, errands, banking matters, and other administrative needs.

Qualifications

• Previous experience as an Office Assistant, Executive Assistant, Studio Coordinator, Administrative Assistant, or similar role within an architecture, interior design, engineering, construction, or creative professional services firm.
• Understanding of how architectural or interior design studios operate, including project-based workflows, deadlines, proposals, and client-focused deliverables.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.
• Familiarity with QuickBooks Online (QBO) and/or Factor AE project management/accounting software is a plus.
• Experience with financial reporting, project billing, or accounting support is beneficial.
• Self-motivated with strong problem-solving skills and the ability to anticipate needs.

Preferred Qualities

• Highly organized and detail-oriented.
• Comfortable working in a fast-paced design environment with changing priorities.
• Strong sense of accountability and follow-through.
• Professional, positive, and service-oriented attitude.
• Able to balance both executive support and studio operations responsibilities.
• Appreciates design, creativity, and collaborative team environments.

Why Beinfield

• Collaborative and professional studio culture.
• Opportunity to work closely with firm leadership and gain exposure to all aspects of an architectural practice.
• Diverse responsibilities with meaningful impact on the success of projects and daily operations.
• Work within a creative environment that values organization, teamwork, and excellence in design.
• We kick architectural butt on a daily basis, and have fun doing it.

Benefits

• 100% Health Insurance Premium & Deductible
• 100% Dental Insurance
• 100% Vision Insurance
• Paid Time Off
• Pre-tax Retirement Savings

Work Location: In Person.

If you are highly organized, resourceful, and enjoy supporting the operations of a design-focused practice, we encourage you to apply.

To apply, please send your resume to [e-mail] and include in the Subject Line: OFFICE ASSISTANT / STUDIO COORDINATOR.