Office Administrator / Document Controller

Adamson Associates, Inc. is an internationally recognized architectural practice known for delivering complex, high-profile projects around the world. Our team is growing and we are seeking an Office Administrator / Document Coordinator to support both our project teams and daily operations in our Los Angeles office.

This in-office role blends administrative support with project‑focused document coordination. It is ideal for someone who is highly organized, proactive, and comfortable managing multiple workflows with accuracy and professionalism.

Key Responsibilities

• Project Document Management (Primary Focus)

• Maintain and update RFI and Submittal logs for California-based projects

• Coordinate with project teams to ensure documentation is current, accurate, and properly filed

• Support the development of a structured document management process similar to professional document control standards used in larger global studios

• Assist with distributing project documents to internal teams and external partners

• Subconsultant Coordination

• Track and file consultant RFP responses

• Develop, update, and maintain consultant fee spreadsheets

• Insert consultant scope of work and fee information into contract templates provided by the legal team

• Assist with preparing and issuing consultant letter agreements and contracts

• Maintain organized digital records of consultant documentation, contracts, and correspondence

• Office Management (Approximately 15% of Role)

• Serve as the primary liaison with building management

• Manage guest lists and visitor access

• Coordinate parking validations for staff and guests

• Answer incoming calls to the general office line (infrequent)

• Order and maintain kitchen and office supplies

• Assist with planning and coordinating the annual holiday party

• Support staff with reimbursable expense reports

Qualifications

• 2+ years of experience in office administration, document control, or project coordination
• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Proficiency with Microsoft Office Suite (Excel expertise strongly preferred)
• Professional communication skills and a polished, reliable demeanor
• Ability to work independently while supporting a collaborative team

Employment Type: Full-Time

Compensation: This role will pay between $28 and $40 per hour based on experience, skills and expertise

Benefits package includes:

• Medical, Dental, Vision
• 401(k) with employer matching contribution up to 3% of salary
• Commuter benefits – employee sets aside a portion of pre-tax paycheck to pay for qualified commuting expenses
• Gym membership – sweat equity – Earn up to $200 every 6 months by participating in qualifying exercise options
• Vacation Days, Sick Days, and Holidays as defined by the Office

How to Apply

Please submit your resume to Christopher Lloyd, HR Manager ([email protected])