Studio Coordinator

Roman and Williams Buildings and Interiors; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Roman and Williams Buildings and Interiors seeks a highly organized Studio Coordinator for its SoHo studio. The role focuses on daily operations, guest hospitality, and strong partnerships with vendors, maintaining luxury standards both visually and operationally.

The ideal candidate has 3-5 years in office management or hospitality, tech proficiency, and excellent communication. This on-site position supports the Operations Director and Founders across multiple RW locations as needed.

Qualifications

• Minimum of 3-5 years of office management or related experience preferred.
• Previous hospitality experience preferred.
• Tech savvy: MS Suite, Amazon Work Space, Adobe suite.
• Knowledge of NYC/ City savvy.
• Ability to run errands outside of studio.
• Nimble and eagerness to help with tasks in multiple RW locations related to Operations.
• Strong communication skills; written and verbal.

Responsibilities

• Studio Opening & Closing tasks: Resetting the studio at the beginning and end of each day: Lights, Shades, Trash & Recycling, etc.
• Managing Phone & Voicemail: Answering calls, forwarding calls, taking messages or distributing messages accordingly.
• Greeting & tending to all incoming guests with hospitality.
• Maintaining a clean, well kept studio space and organization of materials library.
• Restock office supplies and coordinate with staff on vendor communication.
• Coordinate and support staff travel and calendar management.
• Assist with staff meetings and event preparations.

Skills

Office management

Hospitality experience

Communication skills

Proactive

Tech savvy

NYC knowledge

Tools

MS Office

Adobe Suite

Google Workspace

Job description

We are seeking a highly organized, professional and proactive Studio Coordinator with luxury or hospitality experience to oversee the day-to-day operations of our SoHo studio. This role requires a dynamic individual who prsents professionally at all times, is proactive, a problem solver, self-starter, dedicated to excellence, understands the complex dynamics of managing a studio and partnership with an engaged operations team. This person will understand the importance of building strong partnerships with the RW Studio team, and all vendors that come into the space. This person will excel at ensuring we are maintaining the highest standards in the studio, both visually and operationally, and will go above and beyond to ensure operational excellence within a luxury space.

STUDIO MANAGEMENT:

• Studio Opening & Closing tasks: Resetting the studio at the beginning and end of each day: Lights, Shades, Trash & Recycling, etc.
• Managing Phone & Voicemail: Answering calls, forwarding calls, taking messages or distributing messages accordingly in a timely manner. Checking studio voicemail/Email daily and distribute messages accordingly.
• Greeting & tending to all incoming guests with the upmost hospitality. Greeting all visitors, clients & vendors with a pleasant, professional & hospitable demeanor.
• Maintaining a consistently clean & well kept studio space – Organizing and maintaining the physical appearance of the space, organization of the libraries and scheduling of materials archiving, etc.
• Maintaining kitchen areas, ensuring that the spaces remain neat, clean, well stocked and orderly. This includes: restocking snacks, coffee, etc. throughout the day, emptying trash bins, starting the dishwasher at the end of the day, etc.
• Package/delivery distribution and management in a timely manner. Tracking all packages for the Founders.
• Manage/Assist staff with all shipping needs and messenger service processes and setup.
• Manage storage and archival organization quarterly and coordinate with staff on inactive projects. materials. This includes organization and management of office project flat files and materials library.
• Restock office supplies in material library and front office closet.
• Help to maintain office contact lists and vendor communication.
• Coordination and support of all staff-related travel - Domestic and International. This includes all bookings with the travel agent, creating itineraries for the staff, and saving all receipts in designated shared folders.
• Help to manage the overall office calendar– Scheduling Meetings, managing the scheduling of any outside parties coming into the office, etc.
• Assistance with staff meeting preparation, which entails updating the meeting agendas, help setting up meeting rooms with necessary tools and IT capabilities, and assembly of materials for off-site meetings.
• Preparation for client meetings as it relates to office cleanliness, client meeting meals and presentations, and operations setup in advance of meetings. Flower arrangements when necessary.
• Assist Operations Director with preparation for Founders’ meetings. (When OD is absent, this is your responsibility).
• Support in planning all office lunches, outings and special trips or events for the staff.
• Managing office/kitchen/bathroom/cleaning storage supplies – source, order and replenishment. Weekly walkthrough, report of supplies, and maintaining approvals as it relates to office budgets.
• Ad Hoc projects as needed included but not limited to assisting Operations Director with Principals’ personal tasks etc.

ADMINISTRATIVE:

• Amex Tracking – When the files are sent from AP Department, complete within 3 days and send to Operations Director to review.
• Staff Birthdays – Discuss any upcoming birthdays with the Ops team, 1 week prior and arrange staff gifts. Notify the Principals of upcoming staff birthdays and check if there are any special messages/gift directions.
• Managing the delivery of meeting materials, paperwork and all documentation that need to be delivered to the Principals by set deadlines; properly enveloped & labeled according to set standards
• Other ad hoc responsibilities as needed.

IT:

• Support management of all remote laptops and associated hardware/software needed by the staff for travel and off-site presentations.
• Printer and plotter maintenance and follow up with vendors for repairs and supplies needed.
• SC: puts in ticket and confirms receipt, schedules technician to come
• OD: oversee and made aware when there’s a printer issue
• Work with Management and IT Support to ensure all new employees are properly setup and assist with the onboarding process.
• Other Responsibilities as needed.

FOUNDERS:

• Help maintain cleanliness and organization of Founder office spaces
• Assist Operations Director with all calls, packages, and outgoing items for both Founders
• Prioritizing all Founder requests with urgency within the same day or within a clear project deadline
• Manage location tracker for Founders – confirm monthly days each month.
• Weekly assistance with project-related samples for Founder review from RW or GUILD, etc.
• Assist Operations Director with any personal tasks and projects for the Founders.
• Other Responsibilities as needed.

PRESS:

• Assist with Roman and Williams press requests on an as needed basis, as directed by Communications. This would include gathering or managing the use of RW collateral, such as firm and brand documents, project images, and/or information required to submit for press.
• Assist Communication Manager with organizing/updating marketing server files on an as needed basis, which includes filing all press requests and articles, as well as assisting with upkeep and content on the website.

REPORTING:

• Sending Friday reports to Operations Director with updates on pending tasks across multiple categories:
• Studio
• IT
• Founders
• Travel
• Ops
• Long-term Projects

ROLE REQUIREMENTS:

• Minimum of 3-5 years of office management or related experience preferred
• Previous hospitality experience preferred
• Tech savvy: MS Suite, Amazon Work Space, Adobe suite
• Knowledge of NYC/ City savvy
• Ability to run errands outside of studio
• Nimble and eagerness to help with tasks in multiple RW locations related to Operations
• Strong communication skills; written and verbal

KEY SOFT SKILLS:

• Consistently presentable: Professional appearance; business chic attire required
• Hospitable and professional demeanor
• Proactivity
• Strategic thinking
• Solutions Oriented
• Time management
• Customer/client service
• Punctuality during business hours (communication to Director of Ops & Head of People)
• Thorough and engaging verbal communication