MVE + Partners→
Front Office Administrator at MVE + Partners in Irvine, CA
Job Description
Front Office Administrator
Full Time · Location: Irvine, CA, US
Front Office Administrator
Full-Time | Hourly | Non-Exempt
Pay Range: $28 - $30 Hourly
Location: Irvine, CA
Department: Administration
FLSA Status: Non-Exempt
Employment Type: Full-Time, Hourly
Role Overview
We are seeking a front office administrator to support the Office Manager with front office responsibilities, and to support the studios and operations with administrative tasks for the Irvine office. You’ll keep the office organized and support our project and operations teams with the administrative details that let designers focus on design. If you like being the person everyone relies on, enjoy the energy of a creative studio, and take pride in getting details right, we’d love to meet you.
Key Responsibilities
Administrative Support
- Assist other departments with administrative tasks such as creating, formatting, and proofreading documents, tracking emails, organizing files, and data entry
- Other administrative tasks as assigned by Office Manager and staff
Front-Office Duties
- Greet clients, consultants, contractors and candidates, and make every visitor feel welcome
- Answer and route the main phone line and general inbox
- Manage conference room calendars, set up meetings, and coordinate catering for meetings
- Send, receive and distribute mail, packages, and deliveries
- Keep the lobby, conference rooms, and shared spaces clean, stocked and presentation-ready
- Other front office tasks as assigned by Office Manager and staff
Office Operations & Facilities
- Maintain and stock kitchens, break areas, conference rooms, restrooms, and supply rooms
- Monitor inventory and order office, kitchen, and restroom supplies to prevent shortages
- Coordinate third-party vendors for food service, cleaning, and in-office services
- Assist Office Manager in planning and executing office events, celebrations, and client-facing functions
- Other facilities tasks as assigned by Office Manager and staff
Qualifications
Required
- 2+ years of experience in a front desk, office coordinator or administrative role, ideally in architecture, interior design, engineering or another professional services firm
- Proficiency with Microsoft Office Suite (Word, Excel, Sharepoint, Teams, Outlook, etc.), Deltek Vantagepoint, and comfort learning new software
- A proactive, service-minded attitude: you spot what needs doing before anyone asks
- Discretion with confidential client, project and personnel information
- Proven attention to detail, with excellent organizational, communication, and technical skills
- Established success working on multiple tasks/projects at the same time; excellent time management skills
- Ability to interact professionally with all levels of the firm, clients, vendors, subcontractors, and visitors. Polished, warm communication in person, on the phone and in writing
Preferred
- Familiarity with architecture or design studio workflows and terminology
- Experience with Adobe InDesign or Bluebeam for formatting proposals; Experience with ADP software;
- Experience coordinating events and managing vendor relationships
- Associate’s or bachelor’s degree, or equivalent experience
What This Role Offers
- Central role in shaping workplace culture and employee experience
- Direct collaboration with executive leadership
- Variety of responsibilities across operations, events, and administration
Equal Opportunity Employer
MVE + Partners is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. MVE does not discriminate in employment opportunities or practices on the basis of: race, color, religion, gender, national origin, age, sexual orientation, gender identity, ability, veteran status or any other characteristic protected by country, regional or local law.