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Gensler · 2 days ago

Studio Coordinator

Atlanta, GA

Full-time

Onsite

Mid, Senior Level

5+ years exp

Gensler is a leading design and architecture firm, and they are seeking a Studio Coordinator to enhance the operational success of their Lifestyle Studio in Atlanta. The role involves managing studio operations, supporting project management, and providing administrative support to ensure effective collaboration and communication within the team.

ArchitectureCollaborative ConsumptionConsultingProduct DesignReal EstateSports

Responsibilities

Proactively support effective management of weekly operational meetings; be an active attendee; document and manage action items; work with Design Managers and other studio leaders to update and maintain important project data which may include A/R, invoice comments, backlog, time sheet review and completion, unbilled labor, revenue forecasting, staffing requests, and analysis

Own and manage monthly studio meetings; create and maintain calendar invite; track studio initiatives and propose content, work with studio leadership to develop agenda and presentations; manage action and follow up items; secure space, IT setup, and F&B as required

Support talent engagement and connectedness through coordination of Studio events and social gatherings; manage budget as needed; partner with leadership to enable a strong and healthy culture in the studios

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

Assist leadership with management of staffing dashboards for the studio

Work with Human Resources on talent related initiatives such as Professional Development Program process support; onboarding agendas and tracking; new hire set up; interview coordination

Other activities such as managing the studio PTO calendar

Partner with Design Managers to provide coordination and administrative support through project phases including Project Start-Up Tasks, Contract/Proposal Assistance, and Construction Administration

Liaise between Design Managers, Project Accountants and In-House Counsel to incorporate comments into contracts, ensure contract fees are up to date, and project financials are accurate

Utilize project management tools to increase efficiency for both Design Managers and the studio; this includes entering and updating staffing and revenue plans, creating project schedules, and using data management software to identify areas of improvement

Be a go to resource in your studio on how to understand, meet, and exceed project-related metrics (staffing and revenue plan completion, contract signage, resilience and sustainability metrics)

General project assistance such as supplementary project research, meeting notes, updating project profiles, and other miscellaneous tasks to improve the project quality and delivery process

Interface and coordinate with Marketing on pursuits and collateral creation; proactively track milestones and deadlines for RFP submissions

Provide rapid response to requests from clients; over-deliver on request to exceed client expectations

Identify touch points to grow client relationships and execute on those ideas (i.e. quarterly client outreach via Salesforces; quarterly account reviews)

Provide marketing support to business development champions within the studio, which may include initiating a marketing budget, conducting research on target and prospective clients, entering data into Salesforce, supporting presentation creation, and coordinating project data updates on the Gensler Intranet working with Knowledge Management

Provide administrative support for Studio Leader, including calendar management, travel arrangements, and managing expenses

When needed, assist Studio Leaders with targeted calendar management, booking travel, managing expenses, and tracking professional credentials

Provide back-up to other Studio Coordinators and/or front desk reception; liaise with Office Services and IT Team

Be a resource to studio members with questions about 'how to ____.' Help network to the right people to find answers (IT, Atlanta Admin, and other shared services)

Qualification

Administrative supportProject management toolsMicrosoft Office SuiteSalesforceAdobe Suite/InDesignOrganizational skillsLegalContract reviewCalendar managementTravel arrangementsCommunication skills

Required

5+ years of experience in an administrative or operational support role

Exceptional attention to detail with strong organizational and technical skills

Ability to prioritize tasks, take ownership, and demonstrate initiative with consistent follow-through

Proven success managing multiple projects and deadlines simultaneously

Excellent communication and relationship-building skills; able to interact professionally with individuals at all levels

Naturally proactive and curious, with a desire to learn and understand business. Experience in the Architecture & Design industry is a plus

Advanced proficiency in Microsoft Office Suite, with a deep understanding of cross-application functionality to enhance collaboration, streamline communication, and improve project efficiency

Basic proficiency in Adobe Suite/InDesign required; experience with Miro is a plus

Familiarity with Salesforce preferred

Proficiency with Microsoft Project, Visio, or other project management tools

Legal and contract review experience is a plus

Strong verbal and written communication skills

Experience managing multiple calendars in Outlook and coordinating complex travel arrangements