Administrative Studio Coordinator

by leslie_taylor 3 years ago Newport Beach, Newport Beach, California

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring new ideas to solve challenging problems.  Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there’s something here for everyone.


Our depth of expertise spans disciplines—from aviation and transportation to education, hospitality, retail, technology and more. Whether we’re refreshing a retailer’s brand, planning a new urban district or designing a super tall building, we strive to make the everyday places people occupy more inspiring, more resilient and more impactful


Your Role

As an Office Manager, you will:

  • Manage the day-to-day activities and ensure the facilities run smoothly each day. 
  • Act as the liaison with the office landlord, vendors, and building security. 
  • Manage upkeep of the office, assigning weekly maintenance and repair details.

As a Studio Coordinator, you will provide direct administrative support to your studio’s Studio Director and Principals as well as general assistance to the studio. You are the primary administrative/operational support for the studio.


What You Will Do:

  • Support Studio Directors and Principals with all administrative needs, including scheduling of meetings, answering phones, travel arrangements, expense reports, correspondence, etc.
  • Assist Studio Director with operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation, PDP coordination.
  • Assist Studio Directors and studio with administrative aspects of projects including: project work and client coordination, design and image work for project proposals, qualifications, contracts, meeting notes, project filing, design standards manuals, marketing materials, internal/external presentations, and awards submissions.
  • Assist with collection of consultant and billing invoices.
  • Research and data management using Microsoft Excel.
  • Maintaining a clean, organized studio space. Physically and digitally.
  • Work with other Studio Coordinators to cover Principals/Studio Directors/studios as needed and on special projects.
  • Serve as back-up for reception and other Studio Coordinators.
  • Other administrative duties as required.


Your Qualifications:

  • Must have at least 5-10 years of experience in an administrative support position, executive assistant experience desirable
  • Experience in a professional service firm preferred
  • Proficient in Microsoft Office (Word, Excel and PowerPoint)
  • Knowledge of Adobe InDesign required - Photoshop, Illustrator, Acrobat a plus
  • Strong attention to detail and the ability to multi-task and prioritize required
  • Must be organized, efficient and enjoy working with a team
  • Excellent verbal and written communication a must
  • Ability to communicate and interact effectively with all levels of management
  • Exceptional customer service orientation


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 and hackathons, to “Well-being Week,” our offices reflect our teams’ diverse interests.

We encourage our employees 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. 


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. 


Gensler is an Equal Opportunity Employer and participant in the U.S. Federal E-Verify program. Women, minorities, individuals with disabilities and protected veterans are encouraged to apply.


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