Studio Coordinator

• Deliver a positive and welcoming experience for team members and guests
• Maintain the cleanliness, aesthetic quality, and organization of the office, including conducting facility audits, overseeing repairs, and ensuring all furniture and appliances are in working order.
• Coordinate with building management, maintenance teams, and cleaning providers to ensure smooth facility operations.
• Manage inventory, ordering, and restocking of office and pantry supplies, marketing materials, and name cards.
• Handle all incoming and outgoing mail, couriers, and deliveries.
• Support office moves, renovations, furnishings, and seating assignments.
• Assist out of town visitors by providing hotel, restaurant, parking, and local recommendations.
• Coordinate travel, visas, transportation, accommodations, and guest access for visitors and overseas colleagues.
• Work closely with the Managing Director on office communications related to logistics, moves, and building updates.
• Plan and coordinate logistics and catering for events including staff meetings, town halls, celebrations, wellness events, client meetings, and office tours.
• Manage and update the Office Calendar, including weekly and annual meetings, while coordinating with various communities and functions.
• Support onboarding activities for new team members.
• Provide basic IT/AV support in collaboration with the IT Helpdesk.
• Support cultural initiatives such as anniversaries, celebrations, and team recognition.
• Continuously improve office processes, systems, workflows, and overall customer experience.
• Assist HR with visa coordination, recruitment scheduling, training support, and timesheet management.
• Assist Finance with expense and reimbursement processing, and vendor invoice management.

• Bachelor’s degree with a minimum of 5 years of experience in a similar role.
• Excellent verbal and written communication skills in English.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).
• Professional appearance, strong interpersonal skills, and a polished demeanor.
• Strong problem solving abilities, with the capability to work both independently and collaboratively.
• Highly responsive, proactive, and reliable, with strong follow through.
• Comfortable working in a fast paced, deadline driven environment.
• Exceptional attention to detail, organizational skills, and time management abilities.
• Ability to multitask, prioritize effectively, and maintain confidentiality in personal and business matters.
• Willingness to travel when required.
• Preferred: Experience with Adobe Creative Suite (Photoshop, InDesign, Illustrator, Adobe Acrobat).

Gensler