William Duff Architects (WDA) is seekingan outgoing, organized, and conscientious team member! Do you like meeting people, coordinating activities, and supporting a team in a fast-paced, creative environment? Do you want to work in an office with friendly, creative coworkers? We are an award-winning, people-first architecture firm known for thoughtful, well-crafted design across residential, hospitality, retail, and commercial work. Our studio is collaborative, design-driven, and grounded in the belief that architecture should elevate everyday experience.
About the Role
Support the team by creating an organized, efficient, and welcoming workplace that enables everyone to do their best in a collaborative environment. This is currently a part-time role with potential opportunities to become full-time with additional benefits.
Key Responsibilities
Office Operations & Workplace Flow
- Maintain a professional, organized and client-ready office environment.
- Coordinate facility maintenance, office services, repairs and vendor relationships to ensure a well-functioning workplace. Pitch in with minor repairs and office upkeep.
- Manage office supplies inventory, orders, mail, deliveries and material library resources.
- Support office security awareness and best practices for handling communications.
Reception, Hospitality & Administrative Support
- Welcome visitors and clients and serve as a primary point of contact by phone and email.
- Coordinate meeting scheduling, room setup, and hospitality for client and team events.
- Manage calendar scheduling and administrative support for the Managing Principal.
- Assist bookkeeping and marketing teams with routine administrative tasks.
Coordination, Documentation & Information Management
- Maintain vendor records, documentation and processes to support organizational knowledge and continuity.
- Update office intranet resources and help ensure information is accessible across the team.
- Maintain accurate data entry and records within company tracking systems.
- Prepare and upload accounts payable and accounts receivable documentation for the bookkeeping team.
Operational Reporting & Team Support
- Support the Director of Operations with reporting, presentations, graphics and recurring administrative activities.
- Assist with weekly office administration to support efficient business operations.
- Coordinate vendor presentations and knowledge-sharing opportunities for staff.
- Contribute to processes and systems that improve organizational efficiency and knowledge retention.
Recruiting
- Help build and support our team through recruiting coordination, onboarding, new hire support and special projects as needed.
Qualifications:
- Relevant experience working in a professional office desired with event planning experience a plus.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.
- Strong written, verbal, interpersonal and organizational skills with exceptional attention to detail.
- Ability to manage multiple priorities, adapt to changing needs and work effectively in a fast-paced environment.
- Physical requirements: constant computer use, monitor viewing and typing. Frequent sitting and walking. Occasional movements such as bending, squatting, kneeling, grasping, pushing, pulling, reaching, twisting, and turning are required to perform office tasks. Frequently lift or carry up to 10lb. Occasionally lift or carry up to 35 lbs.
You bring
- Positive, professional, team-oriented attitude with strong customer service and relationship-building skills.
- Strong discretion, sound judgment, and a commitment to continuous learning and professional growth.
- A proactive, solutions-focused mindset
Education:
- High school graduation and 1 years of related administrative experience
- Associate degree (A.A.) with a major or focus in Business Administration, Communications or Hospitality.
Compensation:
- Hourly rate is based on experience, qualifications, and skillset. Rate range: $23.00 to $26.00 per hour.
Our Approach
Guided by artistic vision, we create enduring designs that reflect our clients’ individuality—honoring every detail, milestone, and relationship along the way.
We value clear communication, thoughtful creativity, accountability, and continuous growth—both in our work and in our people.
Benefits & Perks
- Competitive compensation, sick time, holidays, discretionary bonuses, and 401(k) with profit sharing
- Professional development support and annual stipends
- Mentorship and growth opportunities within a collaborative studio
- Team culture that includes quarterly outings, happy hours, and shared experiences
- Commuter benefits and wellness-focused workplace amenities (for Bay Area staff)
Location:
- 1275 Folsom Street. The position is in the office Tuesday through Thursday.
To Apply
Please submit the following in PDF form by email to [email protected] (not to exceed 4MB), and include the job title in the subject line:
- Resume
- A cover letter articulating why you could be a good fit at WDA, and a bit about your personal inspirations and aspirations.
- References
- How you heard about WDA
Unfortunately, we will not be monitoring our indeed submissions.
No drop-in visits or phone calls, please. WDA is an Affirmative Action and Equal Opportunity Employer (AA/EOE). Candidates must be eligible to work in the United States. Visa sponsorship is not available.
LinkedIn Page: william-duff-architects-inc-
Instagram Page: wdarch_inc
Facebook Page: williamduffarchitects
Pay: $23.00 - $26.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
