NY STUDIO OPERATIONS COORDINATOR

Heintges Consulting Architects & Engineers; New York (NY); On-site; USD 60,000 - 72,000; Full time

Benefits offered by this job

Health insurance

PTO

401K

Profit-sharing

Continuing education reimbursement

Cell phone reimbursement

Job summary

Heintges Consulting Architects & Engineers in New York City is seeking a Studio Operations Coordinator to support our five‑day in‑person office. You will balance administrative, operational, technology, and light accounting tasks to keep the studio productive and welcoming.

The role requires strong organization, discretion, and proactive problem‑solving. You'll open the office, coordinate facilities, manage vendor relations, assist with accounts payable, and help plan events while fostering a

Qualifications

• Minimum of two years of related office, administrative, operations, or accounting support experience.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with Deltek Ajera or similar project accounting software is a plus.
• Working knowledge of Zoom chat groups, video meetings, and phone functionality.
• Ability to move, unpack, store deliveries, and lift up to 20 pounds.
• Authorization to work in the United States.

Responsibilities

• Serve as a welcoming and helpful presence for colleagues and visitors.
• Open the office daily at 8:30 a.m.
• Manage reception area, greet colleagues and visitors, answer and route calls, coordinate deliveries, and distribute mail.
• Prepare meeting rooms and conferences areas in advance; coordinate with building staff and vendors.
• Track facilities and vendor issues, escalate when needed.
• Organize and restock offices and storage areas; manage supplies and inventory.

Skills

Organizational skills

Detail-oriented

Communication

Discretion

Education

Degree preferred or equivalent experience

Tools

Deltek Ajera

Zoom

Microsoft Office

Job description

We are looking for a highly organized, design-loving, proactive Studio Operations Coordinator to help keep our New York studio running smoothly. The ideal candidate is dependable, numbers-oriented, and comfortable balancing administrative, operational, technology, and basic accounting responsibilities with kindness, discretion, and a genuine willingness to help.

Heintges is a New York–based consulting architecture and engineering firm specializing in high-performance building enclosures. Our team works closely with leading architects, owners, and institutions on complex projects, combining technical expertise, creativity, and collaboration to support thoughtful, lasting design.

This role is central to the life of the office: it supports our team, coordinates studio needs, and helps create the thoughtful, collaborative environment where people can do their best work. This is an in‑person position based in our New York City office and requires on‑site attendance five days per week. The schedule may range from 26-40 hours per week, depending on the experience and availability of the selected candidate.

KEY RESPONSIBILITIES

Front Desk and Operations

• Serve as a welcoming and helpful presence for colleagues and visitors.
• Open the office daily at 8:30 a.m.
• Create a positive first impression by managing the reception area, greeting colleagues and visitors, answering and routing phone calls, coordinating deliveries, and distributing mail and packages.
• Maintain awareness of expected visitors, interviews, client meetings, and other scheduled activities and ensure reception, conference rooms, and common areas are appropriately prepared in advance.
• Coordinate with the landlord, building staff, cleaning service, and repair contractors regarding routine and urgent facility needs.
• Track facilities, maintenance, and vendor issues through resolution, following up proactively and escalating unresolved issues as appropriate.
• Organize, maintain, and restock the kitchen, copy room, storage areas, conference rooms, and restrooms.
• Receive, unpack, organize, and store office supplies and deliveries and maintain inventory lists and supply ordering schedules to ensure the studio remains well stocked.
• Handle routine offsite office tasks and local pickups or deliveries as needed.
• Coordinate items sent to and retrieved from off‑site storage.

Accounts Payable Assistance

• Collect and convert staff reimbursable receipts into monthly expense reports accurately and follow up on missing information as needed.
• Collect, review, scan, and organize vendor invoices, receipts, and supporting documentation.
• Enter vendor invoices into the accounting system accurately and in a timely manner, using appropriate project, expense, and general ledger coding.
• Prepare monthly reconciliations of company credit card accounts, including gathering receipts and resolving discrepancies with cardholders.
• Communicate with vendors and internal team members regarding invoice questions, payment status, missing documentation, and account details.
• Support cost controls by monitoring recurring expenses, flagging unusual charges or discrepancies.

Collections

• Track outstanding client balances and maintain accurate notes on collection activity, payment status, and next steps in our project accounting software system.
• Contact clients regarding aged receivables in a courteous, professional, and timely manner.
• Assist finance team with preparing, organizing, and distributing client statements or invoice backup materials as needed.
• Help maintain a consistent, respectful, and well‑documented collections process that supports both the firm’s financial health and its client relationships.

Technology and Equipment Coordination

• Liaise with the firm’s IT provider to coordinate workstation setup, troubleshooting, and other technology service needs.
• Prepare meeting rooms and video conferencing equipment for internal and external meetings.
• Regularly test and confirm plug‑and‑play function of shared equipment in all conference rooms and rotating/shared workstations.
• Coordinate and maintain video recordings of educational presentations.
• Troubleshoot Zoom accounts, phone extensions, and messages.
• Assist colleagues and visitors with basic technology needs in a patient, approachable, and solutions‑oriented manner.
• Manage and maintain office equipment, including printers, copiers, and related supplies.
• Ensure processes of maintenance and logging are followed for construction site equipment.

Events and Administration

• Plan, budget, and run video meetings for weekly staff Lunch & Learn and celebrations in a way that fosters connection across office locations.
• Plan and budget NYC happy hours, walking tours, and annual holiday parties.
• Author email of weekly updates and respond to administrative email.
• Maintain Outlook calendars, schedule meetings, and assist with meeting coordination.
• Assist colleagues with travel reservations and logistical support for visitors from outside NYC.

The Successful Candidate

• Highly organized, detail-oriented, and thorough.
• Warm, approachable, and genuinely interested in helping others.
• Proactive and comfortable anticipating needs before they become problems.
• Discreet and professional when handling sensitive information, office needs, vendors, and accounting details.
• Clear and thoughtful in written and verbal communication.
• Comfortable moving between people‑facing, operational, technology, and detail‑oriented financial tasks.
• Interested in architecture, design, and the built environment, and takes pride in supporting the people and processes behind exceptional work.

Qualifications and Requirements

• Minimum of two years of related office, administrative, operations, or accounting support experience.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong computer skills and ability to learn office financial software; experience with Deltek Ajera or similar project accounting software is a plus.
• Working knowledge of Zoom chat groups, video meetings, and phone functionality.
• Comfort with data entry, basic analysis, reconciliation, and deadline‑driven administrative tasks.
• Technologically savvy.
• Ability to move, unpack, store deliveries, and lift up to 20 pounds.
• Degree preferred, or equivalent work experience demonstrating the ability to perform the responsibilities described.
• Authorization to work in the United States.

Compensation

Salary range: $60,000 - $72,000 per year, based on relevant experience and qualifications plus a competitive benefits package including health insurance, PTO, 401K, profit‑sharing, and reimbursement for continuing education and cell phone.

Kindly submit your cover letter addressing your interest in the position and how your background has prepared you for success in this role.*

Will you now or in the future require sponsorship for employment visa?*

Please indicate your experience using accounting or project accounting software?*

Please indicate your experience assisting with the setup and coordination of computer workstations, meeting room audiovisual equipment and other office technology?*