NYC Studio Operations & IT 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

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