Studio Support Coordinator

Woods Bagot; City of Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Woods Bagot in Melbourne is seeking a Coordinator - Studio Support to manage the reception, answer calls, and maintain a polished studio environment. You will provide broad administrative support to the studio and project teams.

Key duties include greeting visitors, coordinating meetings and travel, assisting with People & Culture tasks, and supporting studio events and internal initiatives. The role requires strong organisational and communication skills and a professional, proactive approach.

Qualifications

• 3+ years' experience in an administrative, reception or office support role.
• Previous experience in an Architectural/Design environment is an advantage.

Responsibilities

• Welcome visitors and clients, handling enquiries professionally and efficiently.
• Manage incoming calls and enquiries via phone, email, internet and mail.
• Arrange and book domestic and international travel for the studio.
• Assist with People & Culture tasks, including onboarding and offboarding.
• Assist with studio events, including catering and gifts for staff and clients, as directed by the Studio Support Manager.
• Provide administrative assistance as required, including typing, formatting documents, coordinating staff training requests and maintaining professional memberships.
• Coordinate and manage meeting room bookings and diaries.
• Record sick leave, annual leave, time-in-lieu and other leave in the daybook (where required by the local studio).
• Provide ad hoc administrative assistance, including copying, binding, collating and printing, as required (where required by the local studio).
• Represent Woods Bagot as a building fire warden and first aider.
• Liaise with Building Management and act as a key point of contact for the Melbourne Studio.
• Support the Studio Support Manager.
• Assist with the planning and delivery of studio events, industry presentations, client engagements and internal initiatives, including preparing run sheets, coordinating logistics, managing suppliers and providing on-site event support.

Skills

Organisational skills

Communication skills

Administrative capabilities

Time management

Can-do attitude

MS Office & Outlook

InDesign experience

Tools

Outlook

Word

Excel

PowerPoint

InDesign

Job description

About Woods Bagot- Architecture for Worlds Ahead

We design places that meet the challenges and opportunities of our rapidly changing world. Our commitment to exploration, impact, and community creates enduring, forward-thinking outcomes, unlocking humanity’s highest potential. With a global design culture devoted to creativity, resilience, and purpose – we ensure every project contributes to our client’s vision, inspiring future generations.

Woods Bagot is part of the 7C Total Place Design Network: A wholly owned network of leading place brands including ERA-co, Impact Futures, Woods Bagot, and Customs Bureau.

About the Role

The Coordinator - Studio Support is responsible for managing the reception area, including welcoming visitors, operating the telephone switchboard, ensuring the studio presentation is maintained to a high standard, and performing general administrative duties. The role provides support to a broad cross-section of personnel, including administration and project teams, as directed by the Studio Support Manager.

Key areas of Responsibility:

• Welcome visitors and clients, handling enquiries professionally and efficiently.
• Manage incoming calls and enquiries via phone, email, internet and mail.
• Arrange and book domestic and international travel for the studio.
• Assist with People & Culture tasks, including onboarding and offboarding.
• Assist with studio events, including catering and gifts for staff and clients, as directed by the Studio Support Manager.
• Provide administrative assistance as required, including typing, formatting documents, coordinating staff training requests and maintaining professional memberships.
• Coordinate and manage meeting room bookings and diaries.
• Record sick leave, annual leave, time-in-lieu and other leave in the daybook (where required by the local studio).
• Provide ad hoc administrative assistance, including copying, binding, collating and printing, as required (where required by the local studio).
• Represent Woods Bagot as a building fire warden and first aider.
• Liaise with Building Management and act as a key point of contact for the Melbourne Studio.
• Support the Studio Support Manager.
• Assist with the planning and delivery of studio events, industry presentations, client engagements and internal initiatives, including preparing run sheets, coordinating logistics, managing suppliers and providing on-site event support.

About You

As the successful candidate you are well presented, confident, approachable and have a reliable work ethic. You will be a well-organised, friendly and professional individual with exceptional communication skills. You have excellent attention to detail and the ability to prioritise tasks and manage time effectively without direction. Your customer service skills are unfaultable; people are drawn to your infectious personality.

This is a fast-paced role where your "can do" attitude will inspire those around you. You are calm and collected under pressure and you believe there are no roadblocks, only solutions.

You are meticulous in keeping your studio well-presented and efficiently run for visitors and employees alike. You will have strong administration experience and understand the successful management of a busy organistation.

You will be able to demonstrate

• Excellent organisational skills.
• Excellent written and verbal communication skills.
• Strong administrative capabilities.
• The ability to prioritise tasks and manage time effectively.
• A positive, can-do attitude and proactive willingness to learn.
• Strong computer skills, with proficiency in Outlook, Word, Excel and PowerPoint.
• InDesign experience is highly regarded but not essential.

Work experience / Technical Skills

• 3+ years' experience in an administrative, reception or office support role.
• Previous experience working in an Architectural/Design environment is an advantage

Mandatory requirement: It is an essential requirement that at the time of applying for this position applicants must have the legal right to work in Australia (an Australian Citizen or Permanent Resident).

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued, and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realise the potential of our people, clients, and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.