Studio Coordinator

Gensler; Los Angeles (CA); On-site; USD 45,460 - 52,348; Full time

Job summary

Gensler in Los Angeles is seeking a Studio Coordinator to provide essential administrative support to designers, architects and strategists, keeping studio operations moving smoothly and serving as a welcoming ambassador to clients and partners.

You will manage calendars, coordinate meetings and travel, prepare proposals, track expenses, and help with staffing reports, timesheets, and office events, while delivering high levels of service and maintaining meticulous records.

Qualifications

• 3+ years of experience in an administrative role, preferably in the AEC industry.
• Strong proficiency with Microsoft Office (Word, Excel) and PowerPoint.
• Experience with Adobe Suite/InDesign is a plus.
• Experience managing multiple calendars in Outlook and coordinating complex travel.
• Excellent communication and organizational skills; detail-oriented and proactive.
• Ability to work overtime when needed.

Responsibilities

• Support Principals with administrative needs, including scheduling of meetings, travel arrangements, expense reports, correspondence, etc.
• Assist Studio Director with operational aspects of running the studio including staffing reports, financial tracking, PTO tracking, timesheet administration, proposal/presentation preparation
• Engage in office culture, planning studio retreats, outings, events setup & cleanup
• Managing daily communications with internal and external parties
• Provide high level of customer service to staff, clients, vendors, partners and guests
• Meeting coordination, conference room reservations, and minutes taking
• Project Start-Up tasks: contracts, work authorizations, directories, project numbers
• Early Project Phases: consultant contracts, work authorizations, file maintenance, print coordination
• Construction Documentation/Administration: RFIs, submittals, QA/QC stamping
• Project Close-Out: dead filing, punch lists
• Special duties including coverage of other coordinators and front desk
• Take ownership of tasks with initiative in a dynamic environment

Skills

Attention to detail

Organizational skills

Communication skills

Tools

Microsoft Office

Adobe Suite/InDesign

Outlook calendar management

Job description

Your Role

Do you enjoy a fast paced, creative environment surrounded by bright and driven colleagues? Do you approach every challenge with a can-do spirit? 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 support to a range of industry-leading designers, architects, and strategists. You're at the heart of your studio's and/or projects activities and the soul that keeps your studio moving forward. Coordinators act as an ambassador for their studio, the nucleus of your project teams and a liaison between their directors/principals and many others.

What You Will Do

• Support Principals with administrative needs, including scheduling of meetings, travel arrangements, expense reports, correspondence, etc.
• Assist Studio Director with operational aspects of running the studio including but not limited to organizing studio meetings, running staffing reports, financial tracking, PTO tracking, timesheet administration, proposal/presentation preparation
• Engaging in office culture, planning studio retreats, outings, meeting & event setup & cleanup and celebration\
• Managing daily communications with internal and external parties.
• Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface.
• Meeting coordination and conference room reservations & set-up, as needed. Attend meetings, if necessary, for taking minutes and documenting other information.
• Project Start-Up tasks including contracts, proposal letters, work authorizations, creation and/or maintenance of project directories, cloud-based file sharing sites, opening project and sub-project numbers
• Early Project Phases tasks including but not limited to consultant contracts, consultant work authorizations, project filing, print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, maintenance of logs (contracts, work authorization, consultant work authorizations, sketch logs, plotting), meeting coordination and set-up as required, preparation of meeting agendas and meeting notes, package preparations & shipping/mailing and org charts for the team.
• Construction Documentation/Administration Phases tasks include file sharing, print coordination, logging RFIs & submittals, QA/QC documents stamping and coordination
• Project Close-Out tasks include dead filing and punch lists
• Special duties and projects, as assigned or necessary including coverage of other coordinators and front desk reception.
• Candidates should be well organized, thoughtful, detail and service oriented; In addition, candidates should be able to take ownership of tasks and exhibit a high level of initiative and follow-through in a dynamic environment

Your Qualifications

• 3+ years of experience in an administrative capacity preferably in the AEC industry
• Microsoft Office including Word and Excel, a must, PowerPoint highly preferred
• Adobe Suite/In Design experience a plus
• Experience managing multiple calendars in Outlook, and prioritizing competing tasks
• Proficient in booking complex travel
• Proven attention to detail, with excellent organizational, communication, and technical skills
• Must be flexible, able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
• Established success working on multiple tasks/projects as the same time
• Excellent communication, relationship and time management skills
• Ability to interact professionally with all levels of the firm, clients, and subcontractors and adhere to Gensler's Guiding Principles
• Proficiency with conferencing systems - web and telephonic
• Must be able to work overtime on an as-needed basis

The hourly salary will be estimated between $33.50 - $38.50 plus bonuses and benefits and contingent on relevant experience. To learn more about our compensation philosophy and full benefits offerings, please visit Great People, Great Rewards | Gensler

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 Awareness 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 medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

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.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state and local law.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with federal, state and local law.

See also Know your rights: Workplace discrimination is illegal, right to work and E-verify program, as required by law. Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler's approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [e-mail].