Studio Coordinator

Your Role

Gensler is seeking an experienced Studio Coordinator and Front Desk Concierge to join our team in Charlotte, located in the heart of Uptown. This role acts as the Director of First Impressions and will be the face of the organization and those who visit our office. This position is an integral member of the office and requires a true professional. All comings and goings are through this individual, plus there are many administrative support aspects with support for the design studio, marketing and accounting groups.

If you are a person who prides themselves on their upbeat, professional demeanor and ability to multitask, this is a great role for you!

• Assist Studio Leaders with calendar management, booking travel, managing expenses, and tracking of professional credentials.

• Own and manage Studio-wide meetings; create and maintain schedule; work with studio leadership to develop agenda; manage action and follow-up items; secure space and refreshments as required.

• Assist leadership with management of staffing for the studio.

• Work with Human Resources teammates on talent-related initiatives such as Professional Development Program process monitoring and tracking; onboarding monitoring and tracking; new hire set up. Other activities such as managing the studio PTO calendar.

• Manage studio calendar and schedule meetings.

• Greet clients, vendors, and all visitors in a professional and courteous manner and notify appropriate staff upon arrival.

• Manage the front office, reception area, break area, conference rooms, and kitchen.

• Answer and direct incoming telephone calls.

• Collect mail, distribute, and coordinate deliveries.

• Maintain neatness in conference rooms, reception desk, break area, and kitchen. Includes loading/unloading dishwasher and stocking refrigerator.

• Maintain Office Calendar events and maintain Video Equipment calendar so they are up-to-date.

• Manage conference room scheduling.

• Manage Client contact information for Client Resource Management system for key office & studio leaders.

• Notify teammates of upcoming events:
  Studio meetings, All Staff meetings, Client meetings - when appropriate, Off-site Storage pickups, PTO, Director absences, etc.

• Meeting Notes, Letters, Memos, Work Authorizations, Transmittals, Budgets, Specifications, Project Directories, Punch Lists, and other documents as needed.

• Manage learning platform data for staff along with CEU and professional licensure information.

• Assist with organizing and maintaining project filing with accounting department.

• Assist with event planning and coordination.

• Provide general information and assistance to visitors.

• Coordinate with vendors and sales reps on product presentations, re-stocking samples, displaying samples, etc.

• Assist project teams in making sample requests to vendors & manufacturers.

• 3+ years of experience in an administrative capacity.

• Customer service / concierge / front desk reception experience in an office environment.

• Microsoft Office proficiency (Outlook, Word, Excel, PowerPoint), including experience managing multiple calendars in Outlook.

• Proficient in booking complex travel.

• Basic aptitude with Adobe Suite (In Design) and Miro are preferred.

• Familiarity with Salesforce a plus.

• Proven attention to detail, with excellent organizational and technical skills.

• Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through.

• Established success prioritizing multiple tasks/projects simultaneously.

• Excellent communication and relationship management skills.

• Ability to interact professionally with individuals at all levels.

• Proactive by nature and curious to learn more about our business.

• Ability to always maintain composure in hectic situations, quick to smile and a consistent positive "get it done" attitude.

• Ability to work regular business hours (8:30 am – 5:30 pm) Monday through Friday.

• Encouraged to have a Linked In public profile complete with current/past work information.

• CDFA (Certified Design Firm Administrator) certification is a plus.

• Maintain a high level of professionalism and…