Studio Coordinator

Gensler; San Francisco (CA); On-site; USD 68,000 - 81,000; Full time

Benefits offered by this job

Annual bonus

ESOP

Comprehensive benefits

Professional development

Job summary

Gensler's San Francisco studio in the Financial District seeks a Studio Coordinator to support Principals and studio leadership with proactive administration, calendar management, travel coordination, and prepared correspondence. Your work ensures daily priorities are executed efficiently and the team stays focused on design excellence.

You will coordinate meetings, staffing data, and proposals, act as a central contact for clients and partners, and help with events, office operations, and

Qualifications

• 5+ years of administrative experience, preferably in the AEC industry.
• Advanced proficiency with Microsoft Office; experience with Adobe InDesign desired.
• Proven ability to manage multiple Outlook calendars for senior leadership.
• Strong organizational skills and attention to detail.
• Experience coordinating multi-leg travel and expenses.
• Excellent communication and relationship-building abilities.

Responsibilities

• Provide proactive administrative and operational support to Principals and studio leadership.
• Manage complex calendars, travel, and professional correspondence.
• Coordinate team meetings, staffing/utilization reports, PTO tracking, and financial data.
• Assist with proposals, presentations, and business development initiatives.
• Serve as central point of contact for employees, clients, consultants, vendors, and partners.
• Oversee meeting and conference room logistics and materials preparation.

Skills

Administrative skills

Calendar management

Travel coordination

Communication

Proactive problem solving

Tools

MS Office

InDesign

Adobe Creative Suite

Job description

Your Role

Located in the heart of San Francisco's Financial District, Gensler's San Francisco office is where the firm's story began and where many of its most innovative ideas continue to take shape today. As the founding office of the world's largest design firm, this studio offers a unique blend of heritage, creativity, and global influence.

Description

Your Role

Located in the heart of San Francisco's Financial District, Gensler's San Francisco office is where the firm's story began and where many of its most innovative ideas continue to take shape today. As the founding office of the world's largest design firm, this studio offers a unique blend of heritage, creativity, and global influence. At Gensler, we seek individuals who thrive in a collaborative, fast-paced environment and are energized by supporting high-performing teams. If you are a proactive problem solver with exceptional organizational skills, a service-oriented mindset, and a passion for creating seamless experiences, this is an opportunity to play a meaningful role in shaping the success of a dynamic studio. As a Studio Coordinator, you will serve as a trusted partner to studio leadership and a key contributor to the studio's overall effectiveness. Supporting some of the industry's leading architects and designers, you will help create the structure, connectivity, and operational excellence that empower teams to do their best work and bring impactful design solutions to life.

What You Will Do

As a Studio Coordinator, you will provide proactive administrative and operational support to Principals and studio leadership, managing complex calendars, coordinating travel, preparing professional correspondence, and ensuring daily priorities are executed efficiently and with attention to detail. In partnership with the Studio Director, you will help support the successful operation of the studio by coordinating team meetings, preparing staffing and utilization reports, tracking PTO and financial data, and assisting with proposals, presentations, and other business development initiatives. You will serve as a central point of contact for employees, clients, consultants, vendors, and business partners, building strong relationships through exceptional service, professionalism, and responsiveness. You will also oversee meeting and conference room logistics, including scheduling, preparation of materials, and follow-up coordination, helping to ensure teams remain organized, informed, and positioned for success.

Project Coordination

• Support project start-up activities including contracts, proposal documentation, work authorizations, project directory setup, file-sharing platforms, and project number creation.
• Assist during early project phases through consultant coordination, document management, print coordination, tracking logs, spreadsheet maintenance, and preparation of team materials and communications.
• Provide coordination support during construction documentation and administration phases, including file sharing, print management, logging RFIs and submittals, and QA/QC documentation coordination.
• Assist with project close-out activities such as documentation archiving and punch list coordination.

Studio & Culture Support

• Contribute to studio culture through coordination of retreats, outings, milestone celebrations, and team events.
• Support office-wide initiatives and events, including planning, setup, and production as needed.
• Provide cross-team support, including coverage for other coordinators, reception assistance, and team zone management when required.

Your Qualifications

• We are seeking an exceptional professional with a strong administrative and operational skillset who thrives in a dynamic, design-driven environment
• 5+ years of experience in an administrative capacity preferably in the AEC industry
• Advanced proficiency in Microsoft Office; experience with Adobe Creative Suite, particularly InDesign, is highly desirable
• Demonstrated expertise managing multiple complex Outlook calendars for senior leadership
• Proven ability to coordinate multi-leg, high-touch travel and expense management
• Exceptional attention to detail, organizational excellence, and technical competency
• Highly adaptable and proactive: able to set priorities, take ownership of tasks, and deliver results with initiative and follow-through
• Experienced in managing multiple projects or assignments simultaneously in a fast-paced, high-volume environment
• Outstanding communication, interpersonal, and relationship-building skills; able to interact professionally with all levels of leadership, clients, consultants, and partners
• Familiarity with web-based conferencing and telecommunication platforms
• Willingness to support occasional overtime to meet project and studio priorities
• The base salary for this position is estimated to be between $32.50 and $38.95 per hour ($67,600 to $81,016 annually), commensurate with experience and qualifications. In addition to a competitive compensation package, Gensler offers annual bonus opportunities, employee ownership through our ESOP program, comprehensive benefits, and extensive professional development resources designed to support your long-term growth and career success.
• Please note that this is a full-time, in-office role based in our San Francisco office, with an expectation of onsite presence five days per week.

Life at Gensler

At Gensler, we believe exceptional design happens when people feel inspired, supported, and connected. Our culture balances creativity and performance with a genuine commitment to enjoying the work we do together. From curated art exhibits and internal design competitions to firmwide initiatives like Well-Being Week, our offices reflect the diverse passions and perspectives of our people. Our annual base salary ranges are thoughtfully aligned and based on local markets. We encourage every team member to maintain a healthy and balanced lifestyle. Our comprehensive benefits package is designed to support employees both personally and professionally and includes medical, dental, and vision coverage, disability insurance, wellness programs, flexible spending accounts, paid holidays, and generous paid time off. We also offer a 401(k), profit sharing, employee stock ownership, and twice-annual bonus opportunities. Investing in our people is central to our long-term success. As part of our commitment to professional growth, Gensler provides reimbursement for eligible professional licenses, renewals, and exam fees, as well as tuition assistance for approved programs and coursework. We view professional development as a strategic investment — empowering our people to grow their careers while shaping the future of design.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Affidavit 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].