Studio Coordinator

Gensler•Los Angeles, CA

2d•$34 - $39

About The Position

Your Role Do you enjoy a fast paced, creative environment surrounded by bright and driven colleagues? Do you approach every challenge with a can-do spirit? Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator, you will provide administrative support to a range of industry-leading designers, architects, and strategists. You're at the heart of your studio’s and/or projects activities and the soul that keeps your studio moving forward. Coordinators act as an ambassador for their studio, the nucleus of your project teams and a liaison between their directors/principals and many others. What You Will Do (will vary depending on studio/project) 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 but not limited to organizing studio meetings, running staffing reports, financial tracking, PTO tracking, timesheet administration, proposal/presentation preparation Engaging in office culture, planning studio retreats, outings, meeting & event setup & cleanup and celebrations Managing daily communications with internal and external parties. Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface. Meeting coordination and conference room reservations & set-up, as needed. Attend meetings, if necessary, for taking minutes and documenting other information. Project Start-Up tasks including contracts, proposal letters, work authorizations, creation and/or maintenance of project directories, cloud-based file sharing sites, opening project and sub-project numbers Early Project Phases tasks including but not limited to consultant contracts, consultant work authorizations, project filing, print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, maintenance of logs (contracts, work authorization, consultant work authorizations, sketch logs, plotting), meeting coordination and set-up as required, preparation of meeting agendas and meeting notes, package preparations & shipping/mailing and org charts for the team. Construction Documentation/Administration Phases tasks include file sharing, print coordination, logging RFIs & submittals, QA/QC documents stamping and coordination Project Close-Out tasks include dead filing and punch lists Special duties and projects, as assigned or necessary including coverage of other coordinators and front desk reception. Candidates should be well organized, thoughtful, detail and service oriented; In addition, candidates should be able to take ownership of tasks and exhibit a high level of initiative and follow-through in a dynamic environment

Requirements

3+ years of experience in an administrative capacity preferably in the AEC industry
Microsoft Office including Word and Excel, a must, PowerPoint highly preferred
Experience managing multiple calendars in Outlook, and prioritizing competing tasks
Proficient in booking complex travel
Proven attention to detail, with excellent organizational, communication, and technical skills
Must be flexible, able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
Established success working on multiple tasks/projects as the same time
Excellent communication, relationship and time management skills
Ability to interact professionally with all levels of the firm, clients, and subcontractors and adhere to Gensler’s Guiding Principles
Proficiency with conferencing systems – web and telephonic
Must be able to work overtime on an as-needed basis

Nice To Haves

Adobe Suite/In Design experience a plus

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 but not limited to organizing studio meetings, running staffing reports, financial tracking, PTO tracking, timesheet administration, proposal/presentation preparation
Engaging in office culture, planning studio retreats, outings, meeting & event setup & cleanup and celebrations
Managing daily communications with internal and external parties.
Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface.
Meeting coordination and conference room reservations & set-up, as needed.
Attend meetings, if necessary, for taking minutes and documenting other information.
Project Start-Up tasks including contracts, proposal letters, work authorizations, creation and/or maintenance of project directories, cloud-based file sharing sites, opening project and sub-project numbers
Early Project Phases tasks including but not limited to consultant contracts, consultant work authorizations, project filing, print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, maintenance of logs (contracts, work authorization, consultant work authorizations, sketch logs, plotting), meeting coordination and set-up as required, preparation of meeting agendas and meeting notes, package preparations & shipping/mailing and org charts for the team.
Construction Documentation/Administration Phases tasks include file sharing, print coordination, logging RFIs & submittals, QA/QC documents stamping and coordination
Project Close-Out tasks include dead filing and punch lists
Special duties and projects, as assigned or necessary including coverage of other coordinators and front desk reception.

Benefits

medical
dental
vision
disability
wellness programs
flex spending
paid holidays
paid time off
401k
profit sharing
employee stock ownership
twice annual bonus opportunities
reimbursement for certain professional licenses and associated renewals and exam fees
reimburse tuition for certain eligible programs or classes