Studio Coordinator
hace 3 días
Your Role
Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator, you will provide administrative and general support to a group of industry-leading designers and architects. You're at the heart of your office's activities and the soul that keeps your office moving forward.
What You Will Do
- Assist Studio Directors with administrative aspects of projects, including proposals, contracts, meeting notes & project filing.
- Coordinate travel, timesheets, and expense report logistics.
- Assist with collecting timesheets, manual timecards, and vacation forms as needed.
- Set up and maintain files for all projects and office documentation.
- Assist Design Managers with staffing and update staffing reports.
- Ensure proper electronic filing standards for the studio.
- Organize Internal and External meetings.
- Set up conference calls and meetings.
- Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including providing that HR has the individuals on the Gensler travel insurance policy
- Work with marketing on qualifications packages and RFPs, as needed.
- In charge of working with the operations leader to maintain all the metrics of the studio updated, including AR, Productivity and held time.
- Support daily office operations, including calendar maintenance, meeting/event coordination, travel organization, filing, timesheets, expense reports among others
- Support employee engagement activities in the studio and promote studio culture (studio meetings, additional activities)
- Distribute and create the monthly studio newsletter
- Support Offices services team in important client events
- Coordinate the communication between the studios and all the shared services teams
- Prepare, order food, and set up for meetings: food/beverage setup, pin-up boards/posters, breakdown/cleanup after sessions, clean all conference room tables, and chairs at the end of all meetings
- Maintain the aesthetic appearance and cleanliness of the pantries, conference rooms, teaming areas, and common areas always (client ready)
- Other administrative duties as required
Your Qualifications
- Minimum of two years of administrative experience
- 100% bilingual English/Spanish, well written with excellent verbal communication skills
- Bachelor's degree in Business Administration, Human Resources or similar is highly preferred
- Proficient in MS Office (Word, Excel, Outlook), experience with InDesign a plus
- Must be self-motivated and capable of working under tight deadlines
- Extreme attention to detail and the ability to multi-task and prioritize required
- Experience handling sensitive material with discretion and confidentiality
- Be proactive in identifying studio needs to improve processes
- Experience with Online collaborative whiteboard platform is a plus
Life at Gensler
At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.
As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.
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