Office Coordinator

Gensler; Sydney; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, vision, disability &

Job summary

Gensler in Sydney seeks an experienced Office Services Coordinator to welcome visitors, manage studio operations, and support administration across the office.

You will work with the Managing Director and leadership team to ensure facilities run smoothly, coordinate events, travel and logistics, and provide IT/AV support and sustainability initiatives.

The role emphasizes hospitality, teamwork and attention to detail, with career development through Gensler’s learning and wellness programs.

Qualifications

• Minimum 5 years’ experience in a similar role.
• Excellent verbal and written communication in English.
• Professional appearance and demeanor.
• Ability to problem solve individually and in a team.
• Responsive and proactive with strong follow-through.
• Strong attention to detail and highly organized.
• Must be organized, efficient and able to work with a team or independently.
• Ability to travel if required.
• Basic understanding of sustainable design and operations preferred.

Responsibilities

• Manage and provide a positive welcome experience for team members and guests.
• Maintain the aesthetic integrity and organisation throughout the studio.
• Audit the facility and record items in need of repair or replacement.
• Handle all calls coming through the main office phone number.
• Coordinate with building management and maintenance; manage cleaning providers.
• Inventory, order and restock office, pantry supplies and marketing materials.
• Manage mail, couriers and deliveries; support office moves and seating assignments.
• Provide resources for hotels, dining, parking, and activities for visitors.
• Coordinate travel, visa, transport and accommodation for guests and overseas colleagues.
• Support MD communications and office logistics, including events and updates.
• Plan and coordinate event logistics, including meetings and client events.
• Coordinate office calendar and onboarding of new team members.
• Provide IT/AV support with IT Helpdesk; assist with sustainability initiatives.
• Extend HR and finance support, including timesheet management and vendor invoicing.

Skills

Customer service

Communication

Organization

Time management

Problem solving

Teamwork

Independent work

Job description

This individual is someone who inspires and implements great experiences for our team members and guests every day. For our visitors you are the first impression in offering our visitors an exceptional experience and with the team, by ensuring high quality office services programs and support. Use your passion for service and attention to detail to work with the Gensler team day-to-day ensuring that our studio operations run smoothly. You will work closely with the leadership team and support our Managing Director on various administration and business activities.

What You Will Do

To manage and provide a positive welcome experience for team member and guests

Maintain the aesthetic integrity and organisation throughout the studio

Perform audits of the facility, recording items in need of repair or replacement and ensure appliances and all office furniture remain in working order

Handle all calls coming through main office phone number

Coordinate with building management and maintenance; manage cleaning providers

Inventory, order and restock office, pantry supplies and marketing materials

Manage incoming and outgoing mail, couriers, and deliveries

Support office moves, renovations, furnishings and seating assignments

Provide resources for hotels, restaurants, parking and things to do for out-of-town visitors, including remote team members

Support on corporate logistics (including travel, VISA, on the ground transportation, accommodation, etc..) for our guests and overseas colleagues, and ensure our guests have access to the office

Work closely with and support the Managing Director for general office communication relating to office logistics, moves, building updates as well as specific business activities, client correspondence and the like

Plan and coordinate logistics and catering of events including Team Meetings, Holiday/Bonus/Wellness Events, Appointments Day, Office Tours, Client meetings and other similar events during and after hours

Coordinate with different communities and function and manage/update the Office Calendar (including recurring weekly office and yearly meetings)

Assist with onboarding new team members

Provide IT/AV support in conjunction with IT Helpdesk

Support cultural moments and artifacts (anniversary gifts, cards, etc.)

Continuously improve processes, systems, and customer satisfaction

Extend support to HR duties which may include but not limited to VISA management, training coordination and timesheet management.

Extend support to Finance duties which may include but not limited to processing of expense/reimbursement reports and vendor invoices.

Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.

Engage and collaborate with the larger team on sustainability efforts and initiatives.

Research and implement ways to optimize our internal workflow environmental impact.

Your Qualifications

Minimum 5 years’ experience in a similar role

Have a passion for customer service and providing exceptional experiences

A passion or interest in design and architecture and working with a team of creatives is ideal

Excellent verbal and written communication skills in English

Professional appearance and demeanor

Ability to problem solve, both individually and as part of a team

Responsive and proactive approach, with strong follow-through skills

Strong attention to detail, highly organized and strong time management skills

Must be organized, efficient and enjoy working with a team as well as work independently

Ability to multi-task and prioritize

Be trusted to deal with confidential issues (both personal and business)

Ability to travel if required

Basic understanding of sustainable design and operations is preferred.

Life at Gensler

As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to research grants to "Well-being Week," our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability and wellness programs. We also offer profit sharing and twice annual bonus opportunities.
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.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under applicable regulatory laws.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable regulatory laws.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us .

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