Office Associate

Location: Midtown Manhattan, NYC (In-Person)

Schedule: Monday to Thursday, 9:30 AM – 2:30 PM (20 hours/week)

M+S Architects & Engineers D.P.C. is seeking a proactive, reliable, and highly organized Office Associate to support daily operations in our Midtown Manhattan office. This part-time permanent position plays a vital role in keeping our team of 18 running smoothly across two international offices. The ideal candidate is confident, professional, takes ownership of space, and brings a calm and mature presence to our creative and fast-paced architectural environment.

We see this role as a strong entry point for individuals with an architectural or design background who are interested in growing within our firm. The Office Associate may begin with a focus on office coordination, access management, filing, and general administrative support. After approximately one year of strong performance and demonstrated understanding of firm operations, there is potential to transition into a Project Associate role, taking on more project-based coordination responsibilities.

Key Responsibilities

Office & Administrative Operations

● Serve as the first point of contact for guests and deliveries
● Manage mail distribution and coordinate messenger or courier services
● Answer main phone line and direct calls professionally
● Maintain office organization, shared spaces, and supply areas
● Track and reorder office supplies, kitchen items, and maintenance needs
● Coordinate M+S office building access, visitor registration, and basic IT support requests
● Coordinate DOB filing, building access, and scheduling for site visits and inspections
● Support bidding coordination, including document distribution and tracking
● Maintain and water plant wall and assist with light upkeep of office aesthetics
● Support document printing, filing, and scanning as needed
● Ensure the office remains clean, organized, and welcoming

Team & Project Support

● Support internal scheduling, meeting coordination, and room setup
● Assist with onboarding/offboarding logistics (e.g., desk setup, key returns)
● Track team certifications and coordinate required trainings
● Assist with internal events, lunches, birthdays, and office celebrations
● Coordinate deliveries, errands, and purchasing of minor office furnishings or snacks
● Monitor task status and help follow up on to-dos for office readiness
● Coordinate Principal timesheets in BQE based on Google Calendar entries
● Review timesheet submission status and support accurate time allocation across the team

Coordination & Reporting

● Report directly to the firm’s Managing Principal, Hannah Sebastian De Mayta
● Coordinate day-to-day task flow with Operations Manager Jodi Ann Roye-Tudor
● Provide weekly summary reports each Thursday outlining completed work
● Communicate proactively if scheduling or task adjustments are needed

Marketing & Branding Support

● Coordinate with the BIM team for business cards and marketing materials
● Research and coordinate the purchase of firm-branded swag and merchandise
● Plan and coordinate office holiday decorations and events

IT & Office Maintenance

● Provide basic IT support for team members (laptops, printer, WiFi, etc.)
● Research and secure Principal approval for office decor and equipment and coordinate installation
● Run office errands as needed (printing supplies, containers, etc.)

Qualifications

● 2+ years of experience in office management, administrative coordination, or studio support
● Architectural background or experience in architecture, construction, or project management preferred
● Strong communication and multitasking skills
● Professionalism and maturity in handling confidential or sensitive matters
● Reliable, consistent, and proactive with strong attention to detail
● Familiarity with Google Workspace, Trello, and basic IT troubleshooting a plus

Why Join Us?

M+S Architects & Engineers D.P.C. is a diverse and growing firm recognized for high-quality design, restoration, and compliance-focused work across New York City and Lima. This role offers the opportunity to become a foundational part of our close-knit NYC team supporting meaningful work while maintaining a work-life balance in a consistent, structured part-time role.

Compensation & Benefits