Studio Coordinator

Cox Architecture; The Rocks; On-site; AUD 80,000 - 85,000; Full time

Job summary

COX Architecture in New South Wales seeks a Studio Coordinator to ensure the smooth day-to-day operation of the studio, spanning executive support to the Studio Director, facilities and operations, events and front-of-house coverage.

You will manage the Director’s diary, travel, meetings and related budgeting tasks, while coordinating meetings, client and staff events, and maintaining a welcoming studio environment that reflects COX’s values.

Qualifications

• 2+ years' experience in a similar studio coordination, office management or executive support role.
• Demonstrated event management experience.
• Excellent written and verbal communication and interpersonal skills.
• Strong organisational skills and the ability to manage competing priorities and deadlines.
• Sound judgement regarding confidentiality and discretion, given exposure to Director-level and financial information.
• Accuracy and attention to detail, particularly for financial reconciliation and record-keeping.
• Proficiency in Microsoft Office Suite; working knowledge of Adobe software, InDesign highly regarded.
• Current First Aid certification, or willingness to obtain within an agreed probation period.
• Fire Warden training, or willingness to obtain within an agreed probation period.

Responsibilities

• Manage the Director's diary, meeting rooms, appointments and presentations, keeping the Director informed of all studio operations and administration matters.
• Research, book and manage domestic and international travel.
• Research and book restaurants and catering for business lunches and dinners.
• Manage the studio credit card in line with the approval matrix; process expense claims, leave applications and credit card reconciliations.
• Prepare and research for the Annual General Meeting when scheduled in NSW.
• Manage relationships with key clients and contacts on the Director's behalf.
• Format and edit collateral documents, assist with presentations, and take notes and minutes in meetings.
• Liaise with building management and external services on repairs, maintenance and security.
• Direct cleaners and other studio suppliers.
• Supervise the receptionist, including delegation of tasks.
• Coordinate meeting room bookings, set-up and pack-down.
• Purchase studio supplies and catering in line with budgets; maintain stationery, kitchen and studio supplies.
• Maintain office equipment and general office service standards; contribute to their planning and review.
• Update the studio seating plan.
• Plan internal staff events, including monthly studio lunches, CPDs/talks, Friday drinks, and mid-year and end-of-year parties.
• Coordinate internal and external client and consultant functions.
• Coordinate BD and client events with the BD team.
• Prepare event posters and signage in line with brand standards.
• Support studio culture and collaboration, including studio wellness activities.
• Coordinate recruitment activity in support of local and Cox P&C, including scheduling interviews, conducting phone screens and completing reference checks.
• Assist with staff inductions as required.
• Provide reception relief and cover.
• Maintain a clean, tidy and presentable studio in coordination with staff.
• Ensure the studio complies with applicable WHS regulations.
• Act as First Aid Officer and/or Fire Warden
• Allocate and schedule staff WHS training requirements.
• Book training for First Aid, Mental Health First Aid, White Card and Fire Warden.
• Check and restock the first aid kit.
• Check the defibrillator (battery, pads and readiness status).
• Document evacuation drills and actual evacuations, and maintain evacuation records.
• Provide first-line IT, BD, P&C and finance support as required, escalating to the relevant team where needed.
• Other ad-hoc administrative duties consistent with the scope of this role.

Skills

Event management

Communication skills

Organisational skills

Confidentiality & discretion

Attention to detail

Tools

Microsoft Office Suite

Adobe InDesign

Job description

COXis a design-focused contemporary architectural practice with studios located in every major Australian city and Auckland, and a history spanning 60 years.

We are a values-led practice. Our values simultaneously reflect who we currently are and provide a pathway to how we can further realise COX’s unifying idea of ‘By the Many, For the Many’. Our people are expected to represent and model the foundational values of Embody Diversity, Lead with Empathy, Do More with Less and Create to Last. In addition to this, the COX Values set clear expectations about working with us as individuals, as leaders and together across teams.

About the Role

The Studio Coordinator ensures the efficient, day-to-day operation of the studio, spanning executive support to the Studio Director, facilities and operations, events, and front-of-house coverage.

Key Responsibilities

Executive & Director Support

• Manage the Director's diary, meeting rooms, appointments and presentations, keeping the Director informed of all studio operations and administration matters.
• Research, book and manage domestic and international travel.
• Research and book restaurants and catering for business lunches and dinners.
• Manage the studio credit card in line with the approval matrix; process expense claims, leave applications and credit card reconciliations.
• Prepare and research for the Annual General Meeting when scheduled in NSW.
• Manage relationships with key clients and contacts on the Director's behalf.
• Format and edit collateral documents, assist with presentations, and take notes and minutes in meetings.

Studio Operations & Facilities

• Liaise with building management and external services on repairs, maintenance and security.
• Direct cleaners and other studio suppliers.
• Supervise the receptionist, including delegation of tasks.
• Coordinate meeting room bookings, set-up and pack-down.
• Purchase studio supplies and catering in line with budgets; maintain stationery, kitchen and studio supplies.
• Maintain office equipment and general office service standards; contribute to their planning and review.
• Update the studio seating plan.

Events

• Plan internal staff events, including monthly studio lunches, CPDs/talks, Friday drinks, and mid-year and end-of-year parties.
• Coordinate internal and external client and consultant functions.
• Coordinate BD and client events with the BD team.
• Prepare event posters and signage in line with brand standards.

People & Culture

• Support studio culture and collaboration, including studio wellness activities.
• Coordinate recruitment activity in support of local and Cox P&C, including scheduling interviews, conducting phone screens and completing reference checks.
• Assist with staff inductions as required.

Reception & Front-of-House Cover

• Provide reception relief and cover.
• Maintain a clean, tidy and presentable studio in coordination with staff.

Work Health & Safety

• Ensure the studio complies with applicable WHS regulations.
• Act as First Aid Officer and/or Fire Warden
• Allocate and schedule staff WHS training requirements.
• Book training for First Aid, Mental Health First Aid, White Card and Fire Warden.
• Check and restock the first aid kit.
• Check the defibrillator (battery, pads and readiness status).
• Document evacuation drills and actual evacuations, and maintain evacuation records.

General

• Provide first-line IT, BD, P&C and finance support as required, escalating to the relevant team where needed.
• Other ad-hoc administrative duties consistent with the scope of this role.

Key Relationships

• Directors
• Associates
• People & Culture
• Finance
• IT

Qualifications and Experience Required

• 2+ years' experience in a similar studio coordination, office management or executive support role.
• Demonstrated event management experience.
• Excellent written and verbal communication and interpersonal skills.
• Strong organisational skills and the ability to manage competing priorities and deadlines.
• Sound judgement regarding confidentiality and discretion, given exposure to Director-level and financial information.
• Accuracy and attention to detail, particularly for financial reconciliation and record-keeping.
• Proficiency in Microsoft Office Suite; working knowledge of Adobe software, InDesign highly regarded.
• Current First Aid certification, or willingness to obtain within an agreed probation period.
• Fire Warden training, or willingness to obtain within an agreed probation period.

Salary Range - $79,500 - $85,000 plus super

COX is an Equal Opportunity Employer and aims to create a work environment which promotes effective working relationships. Our aim is to foster an environment where employees and others in the workplace are treated fairly and with respect and are free from unlawful discrimination, harassment, victimisation, and bullying.