Studio Coordinator — Design Studio Operations

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

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.