Studio Coordinator

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 celebration
• 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

Your Qualifications

• 3+ years of experience in an administrative capacity preferably in the AEC industry
• Microsoft Office including Word and Excel, a must, PowerPoint highly preferred
• Adobe Suite/In Design experience a plus
• 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
• Mu…