Studio Coordinator

Gensler; Bogotá; On-site; COP 54,000,000 - 76,000,000; Full time

Benefits offered by this job

Subsidized health & life insurance

Annual bonus

Tuition reimbursement

Professional development benefits

Job summary

Gensler is seeking a Studio Coordinator to provide administrative and general support to a team of designers and architects. You will be at the heart of office activities and help keep projects moving forward.

You will manage travel, timekeeping, filing, staffing reports, and meetings, while maintaining confidentiality and a high level of organization. Strong English/Spanish communication and MS Office proficiency are required.

Qualifications

• Bachelor’s degree in business administration, HR or similar.
• Minimum of two years of administrative experience.
• 100% bilingual English/Spanish with excellent written and verbal communication.
• Proficient in MS Office; InDesign experience is a plus.
• Experience handling sensitive material with discretion and confidentiality.

Responsibilities

• Assist Studio Directors with administrative aspects of projects including proposals, contracts, meeting notes and project filing.
• Coordinate travel, timesheets and expense report logistics.
• Assist with 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.
• Make travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off.
• Work with marketing on qualification packages and RFPs as needed.
• Maintain studio metrics (AR, productivity, held time) with operations leader.
• Coordinate employee engagement activities and promote studio culture.
• Distribute and create the monthly studio newsletter.
• Support office services during client events.
• Coordinate communication between studios and shared services teams.
• Other administrative duties as required.

Skills

Bilingual EN/ES

Verbal communication

Discretion

Attention to detail

Time management

Multi-tasking

Education

Bachelor’s degree in business administration, HR or similar

Tools

MS Office

InDesign

Job description

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 are 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 administrative aspects of projects including proposals, contracts, meeting notes & project filing.
• Coordinate travel, timesheets and expense report logistics.
• Assist with 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.
• Make 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 HR has the individuals on the Gensler travel insurance policy.
• Work with marketing on qualification packages and RFPs as needed.
• In charge of working with the operations leader to maintain all studio metrics, including AR, productivity and held time.
• Coordinate employee engagement activities in the studio and promote studio culture (studio meetings, additional activities coordinated with facilities).
• Distribute and create the monthly studio newsletter.
• Support office services team during important client events.
• Coordinate the communication between the studios and all shared services teams.
• Other administrative duties as required.

Your Qualifications

• Bachelor’s degree in business administration, Human Resources or similar.
• Minimum of two 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 is 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 required.
• Experience handling sensitive material with discretion and confidentiality.
• Be proactive in identifying studio needs to improve processes.
• Experience with online collaborative whiteboard platform is a plus.

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best‑in‑class design. From curated art exhibits to internal design competitions 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 subsidized health and life insurance, annual bonus, LinkedIn learning, holiday observance, and employee assistance programs. 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.

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