Studio Operations Lead

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

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.