Your Role
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 and general support to a team of industry-leading designers and architects. You're at the heart of your office’s activities and the soul that keeps your office moving forward.
What You Will Do
Assist Studio Directors with the administrative aspects of projects, including proposals, contracts, meeting notes, and project filing.
Coordinate travel, timesheets, and expense report logistics.
Assist with the collection of time sheets, manual timecards, and vacation forms as needed.
Set up and maintain files for all projects and office documentation.
Assist Design Managers with staffing and update staffing reports.
Ensure proper electronic filing standards for the studio.
Organize Internal and External meetings.
Set up conference calls and meetings.
Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including ensuring that HR has the individuals on the Gensler travel insurance policy.
Work with marketing on qualifications packages and RFPs, as needed.
In charge of working with the operations leader to maintain all the metrics of the studio updated, including AR, Productivity, and hold time.
Coordinate employee engagement activities in the office and studio and promote office culture (studio meetings and additional activities).
Distribute and create the monthly studio newsletter.
Support the office services team in important office and client events.
Coordinate communication between the studios and all the shared services teams.
Provides back-up support for Reception and other Studio Coordinators as needed.
Other administrative duties as required.
Your Qualifications
Bachelor’s degree in business administration, or similar.
2-5 years of administrative experience.
100% bilingual English/Spanish, well written, with excellent verbal communication skills.
Proficient in MS Office (Word, Excel, Outlook), experience with InDesign a plus.
Must be self-motivated and capable of working under tight deadlines.
Extreme attention to detail and the ability to multi-task and prioritize are required.
Experience handling sensitive material with discretion and confidentiality.
Be proactive in identifying studio needs to improve processes.
Experience with an Online collaborative whiteboard platform is a plus.
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 to “Well-being Week,” our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include subsidized health and life insurance, annual bonus, LinkedIn learning, holiday observance, and employee assistance programs.
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.
Top Skills
What We Do
Gensler is a global architecture, design, and planning firm with 53 locations and more than 6,000+ professionals networked across the Americas, Europe, Greater China, Asia Pacific, and the Middle East. Founded in 1965, the firm works globally with more than 4,000 clients across more than 33 practice areas spanning the work, lifestyle, community, and health sectors.
Everything we do is guided by our mission: To create a better world through the power of design.
We believe the power of design can spark positive change and create a future that promotes equity, resilience, and wellbeing for everyone.
Gensler was named one of Glassdoor’s Best Places to Work in 2020, 2019, 2017 and 2016, and our award-winning culture has been recognized by Fast Company as one of the 100 Best Workplaces for Innovators in 2021. Our people-first philosophy is centered on the core ideas of diversity empowerment, impact, community, respect, and growth. You can learn more about our commitment to creating an inclusive and diverse workplace at https://www.gensler.com/careers#diversity.
