Office Administrator/Coordinator

Full-Time | In-Person

New York, NY

SN is honored to support Historical Concepts in their search for a professional and execution focused Office Administrator/Coordinator to join their team.  This role serves as the primary onsite operational presence for the NY studio while collaborating with firm office in Atlanta, GA. Individual supports daily office functions, client experience, and operational continuity while working within a collaborative support infrastructure that includes leadership, accounting, and remote team members.

The role is hands-on and execution-focused, requiring a detail-oriented professional who is comfortable managing logistics, maintaining organization, and consistently following established processes.

Position Details

Key Responsibilities:

• Serve as the primary point of contact for incoming calls and visitors, acting as the first voice of the firm
• Maintain office operations, ensuring a clean, organized, and professional environment that supports high-performing design staff
• Coordinate travel, purchasing, and reimbursement processes with a high degree of accuracy and attention to detail
• Manage shared calendars and office presence tracking to ensure visibility and coordination
• Provide document, print, and production support as needed
• Coordinate vendor and facilities services, ensuring continuity and issue resolution
• Monitor office equipment and coordinate support with IT or operations.
• Assist with itineraries, maps, reservations, and contact information for scheduled meetings and/or tours.
•  Print, scan, and copy any information or documents needed for projects or internal use as requested. Once completed, leave new and old prints in the exec support basket at SD’s desk.
• Assist with any internal information requests, i.e., staff info.
• Coordinate with clients/contractors, after work hours, as needed in regard to meetings, travel, or other instances that are time sensitive.
• Work with Accounting Manager to categorize unresolved receipts.

High Impact Activities

• Travel coordination, purchasing, and reimbursement management represent a significant portion of the role (approximately 40%).
• Work requires strong attention to detail, organization, and the ability to manage multiple moving parts while maintaining accuracy and documentation standards.

Working Style & Role Expectation

Successful performance in this role is demonstrated through consistency, attention to detail, and a proactive approach to supporting office management. The indicators below outline what successful performance in this role looks like in practice.

Individuals in this Position Typically:

• Maintain a consistently organized, professional, and client‑ready office environment that supports the productivity of high-performing design staff.
• Demonstrate a high level of ownership and reliability in managing day‑to‑day responsibilities, including routine and detail‑oriented operational tasks.
• Provide a professional and consistent presence as the first point of contact for calls and visitors, reinforcing a positive firm image.
• Execute travel coordination, purchasing, and reimbursement processes with accuracy, thorough documentation, and adherence to established procedures.
• Show strong follow‑through and attention to detail in managing multiple moving priorities without loss of accuracy.
• Engage effectively with internal teams and support functions (e.g., leadership, accounting, IT), leveraging available resources to ensure continuity of operations.
• Exercise sound judgment in resolving day‑to‑day issues and escalate matters appropriately when needed.
• Take pride in maintaining shared spaces and contribute to an environment that reflects the firm’s standards of professionalism and care.

Qualifications:

• Prior experience in office administration, studio operations, or professional services support; architecture, design, or AEC experience preferred.
• Demonstrated ability to work independently and manage responsibilities with minimal supervision.
• Strong organizational skills, attention to detail, and follow through.
• Proficiency with Microsoft Outlook and Teams; comfort working with general office technology and document production.
• Professional, dependable, and service oriented demeanor.

Compensation:

Salary Range:

📌 $70,000 – $76,000 annually, depending on experience and skills.

About Historical Concepts

Historical Concepts is an architectural firm established in 1982, providing award winning traditional architecture and planning to residential, developer, and civic clients. They are a team of academics, designers, and practitioners who come to work every day enlivened by the prospects inherent in each project. They are dedicated to a shared vision, and it has given them the privilege of recruiting talent of the highest caliber.

Historical Concepts is an equal opportunity employer.