What are the responsibilities and job description for the Administrative Coordinator position at Wilmot Sanz?
About the Position
We are seeking a highly organized, proactive, and personable Administrative Coordinator to support daily operations at our architectural design firm. This role is essential to maintaining a welcoming, efficient, and professional office environment. As the first point of contact for clients, visitors, and staff, you will play a key role in shaping the day-to-day experience in our design studio.
Key Responsibilities
- Project a positive, courteous image for the company in all interactions with clients, guests, staff, and the public
- Welcome visitors to the office and make them feel comfortable and valued
- Receive and direct firm inquiries, responding to questions, offering assistance, and solving problems professionally and proactively
- Monitor office supplies and refreshments, ordering replacements and re-stocking as needed
- Coordinate conference room calendars and prepare rooms for meetings
- Maintain a tidy, presentable environment in the lobby, front desk, kitchen, and conference room areas
- Manage key records, memberships, registrations, and vendor relationships for the firm
- Assist with processing accounting and contract management documentation, various ongoing responsibilities, and other special projects, as assigned
Qualifications
- Experience in a similar administrative or related hospitality or customer service-focused role
- Strong organizational skills with attention to detail and follow-through.
- Excellent communication and interpersonal skills.
- Ability to multitask and adapt in a fast-paced, team-oriented environment.
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with SharePoint or similar systems is a plus.
- Comfortable handling a mix of routine tasks and special projects.
Work Environment
- This is a part-time, in-office position based in Rockville, MD. 25–30 hours per week
- Schedule flexibility within standard business hours (to be coordinated).
Why Join Us
Wilmot Sanz is a leader in healthcare architecture and interior design - our mission is to improve complex healthcare environments. Our mandate is excellent client service, supported with high-performing resources and cutting-edge technology.
You’ll be part of a collaborative and creative architectural studio where your contributions directly support both team operations and client experience. This role offers variety, responsibility, and the opportunity to be an integral part of a dynamic workplace. We are a mid-sized, family-owned firm located in Rockville, MD.