Studio Coordinator

Your Role

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 celebrations 

• 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

• Must be able to work overtime on an as-needed basis

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 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.

**The hourly salary will be estimated between $33.50 - $38.50 plus bonuses and benefits and contingent on relevant experience. To learn more about our compensation philosophy and full benefits offerings, please visit Great People, Great Rewards | Gensler