HR Operations and Office Manager

Job DescriptionJob Description

Wolcott Architecture is seeking a seasoned, proactive, and people-focused HR Operations & Office Manager to oversee Human Resources, office management, and business operations. This leadership role works closely with the Principals and supports management and staff across the firm.

The ideal candidate is an experienced operations or HR leader with a passion for team mentorship, strong organizational instincts, and a track record of implementing efficient systems within a creative studio or architecture/design environment.

Key ResponsibilitiesManagement & Leadership

• Act as a key strategic partner to the Principals to implement firm-wide initiatives and process improvements.

• Provide leadership and mentorship to administrative staff including Receptionist(s), Executive Assistants, and Office Coordinators.

• Ensure consistent task execution and support structures are in place for administrative roles.

• Offer guidance and coaching to Project Managers to strengthen their team management and client communication.

• Conduct regular team meetings and trainings to align staff with firm goals and best practices.

• Coordinate and participate in employee performance evaluations and ongoing feedback cycles.

• Serve as a liaison between management and staff, maintaining strong internal communication and morale.

Employee Relations

• Act as a trusted advisor for employees and managers on all HR matters including conflict resolution, employee relations, and policy compliance.

• Foster a healthy, inclusive, and productive work environment by proactively engaging with staff and addressing issues early.

• Handle confidential matters with discretion and professionalism.

• Monitor and ensure HR policy compliance and recommend improvements when needed.

• Collaborate with design leadership to manage staffing allocations and weekly workflow updates across project teams.

Administration & Facilities

• Oversee facilities management, vendor coordination, maintenance, and space planning across office locations.

• Maintain and track office supplies, janitorial needs, and shared resources weekly.

• Support front-of-house operations as needed and provide guidance to Receptionist(s) on administrative duties including phone and delivery systems.

• Coordinate with legal counsel, consultants, and service providers as needed on behalf of the Executive Team.

Full-Cycle Recruitment

• Lead all aspects of recruitment, from job postings to final offer negotiations.

• Develop and maintain a proactive talent pipeline for current and future roles.

• Ensure a positive candidate experience and efficient hiring process.

• Track and report on recruitment metrics (e.g., time-to-fill, acceptance rate) to identify areas of improvement.

Reporting & Analysis

• Manage the monthly 6-month forecasting process and deliver reports to the Executive Director.

• Collect and synthesize firm-wide metrics (marketing, contracts, revenue, HR data) for bi-annual or annual strategic planning.

• Support data-driven decision-making by providing high-level analysis and recommendations.

Technology & Standards

• Supervise the firm's outsourced IT Managed Services provider and ensure timely, cost-effective service delivery.

• Liaise with technical leadership to assess firm-wide hardware/software needs and implement upgrades.

• Monitor technology budgets and report spending recommendations to Partners and the Executive Director.

Qualifications

• 10+ years of experience in Human Resources, Operations, or Office Management; experience in architecture, design, or a related field strongly .

• Proven leadership and mentorship experience across administrative or creative teams.

• Excellent communication and interpersonal skills with a knack for fostering relationships at all levels.

• Strong project management, reporting, and analytical skills.

• Comfort speaking to groups, supporting C-suite leaders, and bringing warmth and efficiency to daily operations.

• Adept with office technologies and management tools; familiarity with HRIS and project tracking systems is a plus.

Local, Los Angeles candidates only. This is an onsite position at our office in Los Angeles. No remote candidates please.

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