Studio Coordinator

Gensler; Phoenix (AZ); On-site; USD 60,000 - 76,000; Full time

Job summary

Gensler is seeking a Studio Coordinator to join our Phoenix office and support a team of designers and architects. You’ll be the connector, organizer, and ambassador ensuring smooth studio operations and superb client service.

In this role, you’ll manage calendars, travel, meetings, and project administration while fostering a collaborative studio culture. The position is full-time and based in the Phoenix office.

Qualifications

• 5-10 years of experience in an administrative capacity preferably in the AEC industry.
• Exceptional attention to detail with strong organizational and technical skills.
• Ability to prioritize tasks, take ownership, and demonstrate initiative with consistent follow-through.
• Ability to work full-time (8:30 a.m. to 5:30 p.m.) in office and additional hours as necessary.
• Proven success managing multiple projects and deadlines simultaneously.
• Excellent communication and relationship-building skills; able to interact professionally with individuals at all levels.
• Naturally proactive and curious, with a desire to learn and understand business.
• Experience in the Architecture & Design industry is a plus.
• Advanced proficiency in Microsoft Office Suite, with a deep understanding of cross-application functionality to enhance collaboration, streamline communication, and improve project efficiency.
• Basic proficiency in Adobe Suite/InDesign required; experience with Miro is a plus.
• Familiarity with Salesforce preferred.
• Legal and contract review experience preferred
• Strong verbal and written communication skills.
• Experience managing multiple calendars in Outlook and coordinating complex travel arrangements.

Responsibilities

• Support Studio Leaders with active calendar management, travel arrangements (domestic and international) and licenses/memberships.
• Handle administrative needs: meetings, expenses, correspondence.
• Assist in operational aspects of running the studio: meetings, note taking, staffing, financial tracking, timecard, PTO, proposals.
• Assist in processing, editing, and proofreading legal/contract documents.
• Support Design Managers with RFIs, submittals, project directories, and meeting notes distribution.
• Promote a strong studio culture.
• Coordinate internal and external onsite meetings: reserving rooms, agendas, meals, greeting guests.
• Coordinate archiving of studio projects.
• Collaborate with HR on PDP process, onboarding, new hire setup (with IT).
• Be a resource for colleagues to find answers and connect to the right people.
• Provide back-up to Administration team and front-of-house tasks.

Skills

Calendar management

Travel arrangements

Administrative support

Communication skills

Organization

Relationship-building

Multi-project handling

Tools

Microsoft Office Suite

Adobe Suite/InDesign

Miro

Salesforce

Job description

Your Role

Gensler is seeking a Studio Coordinator to join our Phoenix office and play a vital role in supporting a team of industry-leading designers and architects. At Gensler, you’ll be at the heart of your studio’s activities—the connector, organizer, and ambassador who ensures everything runs smoothly. We believe that great design starts with great collaboration, and as a Studio Coordinator, you’ll help create an environment where creativity and innovation thrive.

Description

Gensler is seeking a Studio Coordinator to join our Phoenix office and play a vital role in supporting a team of industry-leading designers and architects. At Gensler, you’ll be at the heart of your studio’s activities—the connector, organizer, and ambassador who ensures everything runs smoothly. We believe that great design starts with great collaboration, and as a Studio Coordinator, you’ll help create an environment where creativity and innovation thrive.

In this role, you’ll provide essential administrative support, to your respective studio, act as a liaison between directors, principals, and team members, and help keep projects and operations moving forward. You’ll be the go-to resource for your studio, fostering communication, building relationships, and ensuring that both internal teams and clients experience the highest level of service. If you are organized, proactive, and passionate about supporting creative professionals, this is an opportunity to make a meaningful impact in a dynamic design environment.

What You Will Do

(will vary depending on studio/project)

• Support Studio Leaders with active calendar management, detailed travel arrangements (domestic and international) utilizing corporate travel systems, and maintaining professional state licenses and memberships
• Support Studio Leaders with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.
• Assist Studio Leaders with operational aspects of running the studio including but not limited to organizing and attending studio meetings, note taking, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation
• Assist in processing, editing, and proofing legal and contractual documents for clients and consultants
• Assist Design Managers with administrative tasks including but not limited to logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting system, transcribing and distributing meeting notes, etc.
• Promote a strong studio culture
• Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging meals and beverages, and greeting guests
• Coordinate physical archiving of studio projects
• Work with Human Resources on talent related initiatives such as Professional Development Program (PDP) process monitoring and tracking; onboarding monitoring and tracking; new hire set up (in partnership with IT)
• Be a resource to studio members with questions about “how to _____.” Help network to the right people to find answers.
• Provide back-up to other Administration team members when necessary, including and not limited to, receiving packages, shipping needs, assisting in front of house operations when needed, assisting in all staff set ups and clean up as necessary and greeting visitors when needed.

For each of the areas listed, duties may be identified or emphasized, based on the business needs as defined by the Studio Leaders.

Your Qualifications

• 5-10 years of experience in an administrative capacity preferably in the AEC industry
• Exceptional attention to detail with strong organizational and technical skills.
• Ability to prioritize tasks, take ownership, and demonstrate initiative with consistent follow-through.
• Ability to work full-time (8:30 a.m. to 5:30 p.m.) in office and additional hours as necessary.
• Proven success managing multiple projects and deadlines simultaneously.
• Excellent communication and relationship-building skills; able to interact professionally with individuals at all levels.
• Naturally proactive and curious, with a desire to learn and understand business.
• Experience in the Architecture & Design industry is a plus.
• Advanced proficiency in Microsoft Office Suite, with a deep understanding of cross-application functionality to enhance collaboration, streamline communication, and improve project efficiency.
• Basic proficiency in Adobe Suite/InDesign required; experience with Miro is a plus.
• Familiarity with Salesforce preferred.
• Legal and contract review experience preferred
• Strong verbal and written communication skills.
• Experience managing multiple calendars in Outlook and coordinating complex travel arrangements.

This is not a remote or hybrid position. The successful candidate is expected to be in the Phoenix office.

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 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.