What are the responsibilities and job description for the Office Administrator position at Baker Barrios Architects?
About the Company
Baker Barrios is a leading commercial planning and design firm specializing in architecture, interior design, landscape architecture, and master planning. With expertise spanning 12 key sectors—corporate and commercial, education, entertainment, healthcare, hospitality, industrial, mixed-use, multi-family residential, retail, senior living, and sports and recreation—the firm delivers innovative, client-focused solutions that transform spaces and communities.
Since its founding in 1993, Baker Barrios has built a reputation for creative excellence and a commitment to shaping environments that enhance both functionality and aesthetics for emerging and established brands alike. With offices in Orlando, Tampa, Nashville, Chicago, and Boston, the firm is dedicated to enriching communities through thoughtful, sustainable design.
Position Overview
The Office Administrator position is responsible for managing the day-to-day operations of the Nashville office while being responsible for welcoming visitors, answering phones and supporting the team with administrative requests. This position is ideal for a highly organized and resourceful individual who thrives in a collaborative environment. This candidate will report directly to the Managing Partner of the Nashville office.
Essential Job Functions
- Provide concierge-level service and ensure a welcoming and professional office environment for clients and visitors.
- Manage the daily operations of the Nashville office including answering phones, scheduling meetings, maintaining office calendar events, ordering supplies, soft drinks and water, equipment/printer support and coordination/communication with vendors.
- Provide administrative support to the managing partner, business development director and project teams including preparation of written correspondence as needed.
- Collect mail from mailroom each afternoon, sort, and distribute; prepare outgoing FedEx and courier packages, notifying employees when packages are delivered.
- Coordinate meetings, events, and travel logistics for the team.
- Coordinate catering and set out food and beverages for meetings and Lunch & Learns.
- Schedule Lunch & Learns with vendors and recommend restaurants to the host for catering if requested.
- Maintain cleanliness of conference rooms and kitchen daily.
- Provide miscellaneous marketing support for the office.
- Serve as the primary point of contact for internal and external communications related to the Nashville office.
Knowledge, Skills, Abilities & Other Characteristics
- 3-5 year’s experience in administrative role
- Maintain professional appearance to represent the firm in client-facing and team interactions.
- Excellent communication skills, exceptional attention to detail, motivated, ability to work well with teams in a collaborative environment, professional appearance and attitude
- Strong organizational and multitasking skills, with keen attention to detail.
- Proficient in Microsoft Suite Programs (Microsoft 365) including Word, Excel, Outlook and PowerPoint
Why Join Baker Barrios? At Baker Barrios Architects, we are committed to fostering a collaborative and innovative work environment where creativity and professional development thrive. By joining our team, you will have the opportunity to contribute to exciting, impactful projects while continuing to grow in your career. We offer competitive compensation, comprehensive benefits, and a supportive environment that values the unique contributions of each team member.