Studio58 is seeking a highly organized, proactive, and detail-oriented Office Coordinator to support the daily operations of our commercial architecture office.
This role is ideal for someone who thrives in a fast-paced environment and is capable of managing administrative operations, client communication, permitting coordination, documentation management, and vendor communication across multiple active projects.
The ideal candidate must be organized, resourceful, professional, and able to keep projects and communication flowing efficiently throughout all phases of the project lifecycle.
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CORE RESPONSIBILITIES
Administrative & Office Operations
* Maintain organization of all company and project documentation
* Create, organize, and maintain digital project folders
* Manage internal administrative workflows and operational processes
* Support leadership team with administrative and operational tasks
* Coordinate calendars, meetings, appointments, and follow-ups
* Prepare and organize contracts, proposals, forms, submittals, and project documents
* Maintain organized records of permits, inspections, approvals, COs, invoices, and project documentation
* Assist with internal reporting, spreadsheets, trackers, and operational organization
* Coordinate signatures and collection of required project documentation
* Handle office correspondence, emails, phone calls, and administrative communication
* Help maintain office systems, templates, and document standards
* Take meeting notes and organize action items and follow-ups
Client Communication & Coordination
* Serve as one of the primary points of contact for clients throughout the project lifecycle
* Coordinate onboarding of new clients and project startup processes
* Ensure clients receive timely communication, updates, and responses
* Follow up with clients regarding pending approvals, documents, payments, selections, and project requirements
* Assist with post-sale and post-project communication
* Help manage client expectations and internal communication flow
* Coordinate scheduling between clients, consultants, contractors, and internal team members
* Escalate issues, delays, or missing information proactively to management
Permitting & Expediting Coordination
* Prepare and upload permit applications and documentation to city and county portals
* Coordinate permitting submissions, revisions, resubmittals, and corrections
* Maintain communication with municipalities, permitting departments, plan reviewers, and inspectors
* Track permit status, comments, approvals, revisions, inspections, and expiration dates
* Coordinate collection of required documentation from engineers, consultants, contractors, and vendors
* Organize and maintain permit logs, approval records, inspection records, and compliance documentation
* Assist with permit close-outs and Certificate of Occupancy documentation
* Schedule inspections and coordinate inspection-related documentation
* Follow up proactively with cities and jurisdictions to help keep projects moving efficiently
* Assist with research of permitting requirements, zoning information, and jurisdictional processes
* Help identify missing information or documentation prior to submissions
* Maintain awareness of permitting deadlines and compliance requirements
* Help maintain organized vendor and consultant databases
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REQUIRED QUALIFICATIONS
* Fluent English required — professional written and verbal communication is mandatory
* Portuguese preferred but not required
* Strong organizational and multitasking skills
* Excellent verbal and written communication skills
* Ability to work independently and proactively
* Strong attention to detail and follow-through
* Comfortable working in a fast-paced environment with multiple active projects
* Professional demeanor and client-facing communication skills
* No experience required
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ADDITIONAL REQUIREMENTS
* Reliable computer and connection to the internet required
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ABOUT STUDIO58
Studio58 is a commercial architecture and construction firm focused on creating strategic spaces that help businesses grow. Our work combines design, branding, permitting, and construction coordination to create environments that are both functional and impactful.