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 and general support to a team of industry-leading designers and architects.
You're at the heart of your office’s activities and the soul that keeps your office moving forward.
What You Will Do
Assist Studio Directors with administrative aspects of projects including proposals, contracts, meeting notes & project filing
Coordinate travel, timesheets and expense report logistics
Answer phones and maintain calendars
Assist with collection of time sheets, manual time cards and vacations forms as needed
Set up and maintain files for all projects and office documentation
Assist Design Managers with staffing and update staffing reports
Ensure proper electronic filing standards for the studio
Organize Internal and External meetings
Set up conference calls and / or GoTo meeting
Typing and / or distribution of - snagging lists, letters, faxes, emails, reports and any other project correspondence using Microsoft Word and Email
Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including ensuring that HR have the individuals on Gensler travel insurance policy
Update Principal and Senior Management contacts in CRM
Back-up receptionist and other Studio Coordinators
Work with marketing on qualifications packages and RFPs, as needed
Coordinate seating for new hires in studio
Other administrative duties as required
Office Assistant duties in coordination with Office Services Department (whenever is need it)
Prepare, order food and set up for meetings : food / beverage setup, pin-up boards / posters, breakdown / cleanup after meetings, clean all conference room table and chairs at end of all meetings
Maintain the aesthetic appearance and cleanliness of the pantries, conference rooms, teaming areas and common areas always (client ready)
Check office supplies (restock supply room as needed)
Bachelor’s degree in Business Administration, Human Resources or equivalent
Minimum of two years’ administrative experience
100% bilingual English / Spanish, well written with excellent verbal communication skills
Legally authorized to work in Costa Rica preferred
Excellent communication skills, both verbal and written
Proficient in MS Office (Word, Excel, Outlook), knowledge of InDesign a plus
Must be self-motivated and capable of working under tight deadlines
Extreme attention to detail and the ability to multi-task and prioritize required
Experience handling sensitive material with discretion and confidentiality
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 subsidized health and life insurance, profit sharing, annual bonus, LinkedIn learning, holiday observance, additional PTO days every 5 years and employee assistance programs.
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.