San Francisco

Receptionist / Studio Coordinator

Woods Bagot is seeking a receptionist / studio coordinator to join our San Francisco studio. The successful candidate will be an outgoing, organized team player that enjoys working with others.

About You

As the successful candidate, you have excellent written and verbal communication skills. You also have a high attention to detail, efficiency, and effectiveness.

We believe that the exceptional contribution of all our people is the driver of our success. We offer a range of great medical benefits, 401(k), and leave policies to support you at work.

Key Responsibilities


  • Answer phones, screen and direct callers to appropriate staff member
  • Greet visitors and announce to employee that their guest(s) have arrived
  • Act as point of contact for vendor maintenance and office equipment repairs
  • Receive, sort, and distribute mail; collect outgoing mail
  • Order couriers/FedEx for incoming/outgoing packages
  • Maintain studio magazine and membership subscriptions
  • Maintain studio emergency contact list


  • Prepare the office for business in the morning (make coffee, ensure bathrooms are stocked with soap and paper)
  • Provide visitors with drinks, information, etc., and make them feel welcome
  • Coordinate internal office catering for meetings, clients visiting, social hours, bi weekly meetings, etc., including ordering, setting up, serving and cleaning up afterwards
  • Assist in planning company’s events (summer and Xmas holiday party)
  • Keep meeting areas and conference rooms tidy and ensure kitchen is clean and organized; light housekeeping
  • Onboarding of new employees: tour the studio, conduct introductions to key staff, etc.

Calendars and Meetings

  • Manage and maintain conference room calendars; assist with scheduling/coordinating meetings
  • Record all sick leave, annual leave and other leave in Daybook Calendar
  • Assist in coordinating Lunch and Learns and other studio-wide presentations

Studio Maintenance and Coordination

  • Assist Studio Chair and Office Manager with building management and facilities issues (Janitorial, A/C etc.)
  • Send out email reminders and announcements to studio
  • Assist Studio Chair, Human Resources Director, and Office Manager on a project by project basis
  • Coordinate with the Green Team to enact studio Green initiatives
  • Assist Finance Department with AMEX reconciliations and expense reports
  • Research and obtain lodging for secondment staff
  • Back up studio travel coordinator as required (arranging and managing travel itineraries, securing visas/passports, etc.)

Ordering Supplies

  • Ensure the inventory is stocked (office, pantry, shipping, stationery, etc.)
  • Manage business cards for staff and new employees
  • Manage all office request purchases and marketing event requests

You will be able to demonstrate:

  • A friendly and engaging personality
  • The ability to work under pressure in a high-energy environment
  • Dependability, organization, self-motivation, and be goal oriented
  • The ability to work independently while maintaining a team player attitude


  • Experience with Microsoft Office Suite
  • Outlook calendaring
  • Customer service approach to problem solving
  • College degree preferred

How to apply:

Please send your CV and covering letter/email through our through our LinkedIn job post for the Receptionist/ Coordinator. Applications will be treated in the strictest confidence and will close on 27 July 2021. We do not accept unsolicited resumes or names from agencies.

Mandatory Requirement:

It is an essential requirement that applicants must have the legal right to work in the US when applying for this position.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where the difference is celebrated, valued, and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation of creativity and innovative design – it is only by working together that we can realize the potential of our people, clients, and communities around us. Through our inclusive leadership and our truly global studio network of architects and designers, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.