Studio Coordinator

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 team 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 the administrative aspects of projects, including proposals, contracts, meeting notes, and project filing.

• Coordinate travel, timesheets, and expense report logistics.

• Assist with the collection of time sheets, 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 ensuring 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 hold time.

• Coordinate employee engagement activities in the office and studio and promote office culture (studio meetings andadditional activities).

• Distribute and create the monthly studio newsletter.

• Support the office services team in important office and client events.

• Coordinate communication between the studios and all the shared services teams.

• Provides back-up support for Reception and other Studio Coordinators as needed.

• Other administrative duties as required.

Your Qualifications

• Bachelor’s degree in business administration, or similar.

• 2 years of administrative experience.

• 100% bilingual English/Spanish, well written, with excellent verbal communication skills.

• 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 are required. 

• Experience handling sensitive material with discretion and confidentiality. 

• Be proactive in identifying studio needs to improve processes. 

• Experience with an Online collaborative whiteboard platform is a plus.