Studio Operations & Events Lead

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

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.