Project Coordinator

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
Use your passion for service and attention to detail to help the Gensler team bring designs to life.  As a Project Coordinator in our Oakland office, you will provide administrative support to a team of industry-leading designers and architects.  You're at the heart of your studio’s activities and the soul that keeps your studio moving forward.

What You Will Do

• 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.
• Managing workload – prioritizing work and ensuring deadlines are met.
• 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 programming data worksheets, consultant contracts, consultant work authorizations, accurate project files documentation (hard copy and electronic), FAST form documents, 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 Zoom Meeting 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.

Your Qualifications

• 3-8 years of experience in an administrative capacity preferably with an architecture or design firm.
• Bachelor's Degree preferred.
• Ability to effectively prioritize with strong time management skills in a fast-paced environment.
• Superior verbal and written communication skills.
• Highly organized with a strong attention to detail.
• High level of professionalism and strong sense of urgency.
• Intermediate to advanced skills in MS Office Suite (Outlook, Excel, Word, PowerPoint).
• Proficiency in InDesign, Photoshop, and MS Project preferred.
• Ability to work with minimal guidance; Proactive, motivated self-starter.
• Proficiency with GoToMeeting and conferencing systems – web and telephonic.
• Experience and interest in leveraging Artificial Intelligence tools and software
• Flexibility and ability to handle and manage change effectively and efficiently.
• Demonstrated commitment to sustainability and sustainable building practices required. Portfolios should include at least 1 project with this particular focus, and candidates should be prepared to talk to this in their interview, especially built projects with LEED, Living Building Challenge, WELL Building Standard , Fitwell and /or Net Zero Building certification.
• Ability to work full-time, in the office, 5 days a week.

**The base salary will be estimated between $75,000 – $85,000 plus bonuses and benefits and contingent on relevant experience.

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. Our annual base salary range has been established based on local markets.

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.

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