Studio Coordinator - Lifestyle

Gensler • Oakland, CA

1d • $67,600 - $81,016

About The Position

At Gensler, we look for individuals who thrive in a fast-paced, creative environment surrounded by bright and driven colleagues. If you approach challenges with a can-do spirit and bring a passion for service and strong attention to detail, the Studio Coordinator role offers an opportunity to make a meaningful impact. As a Coordinator, you would provide administrative and operational support to a team of industry-leading designers and architects, helping bring design visions to life. Coordinators sit at the heart of their studio and project activities, serving as ambassadors for their teams, a trusted liaison between directors and principals, and the organizational nucleus that helps keep projects and studios moving forward. As a Studio Coordinator, you will play a central role in supporting studio leadership and ensuring the smooth day-to-day operations of projects and teams. This position blends administrative excellence, operational coordination, and client-facing support within a fast-paced design environment.

Requirements

• 5+ years of experience in an administrative capacity preferably in the AEC industry
• Advanced proficiency in Microsoft Office; experience with Adobe Creative Suite, particularly InDesign, is highly desirable
• Demonstrated expertise managing multiple complex Outlook calendars for senior leadership
• Proven ability to coordinate multi-leg, high-touch travel and expense management
• Exceptional attention to detail, organizational excellence, and technical competency
• Highly adaptable and proactive: able to set priorities, take ownership of tasks, and deliver results with initiative and follow-through
• Experienced in managing multiple projects or assignments simultaneously in a fast-paced, high-volume environment
• Outstanding communication, interpersonal, and relationship-building skills; able to interact professionally with all levels of leadership, clients, consultants, and partners
• Familiarity with web-based conferencing and telecommunication platforms
• Willingness to support occasional overtime to meet project and studio priorities

Responsibilities

• Provide comprehensive administrative support to Principals, including calendar management, meeting coordination, travel arrangements, expense reporting, and professional correspondence.
• Partner with the Studio Director to support studio operations, including organizing studio meetings, preparing staffing reports, tracking financials and PTO, and assisting with proposals and presentations.
• Serve as a key communication hub, managing daily interactions with internal teams, clients, consultants, vendors, and business partners.
• Deliver a consistently high level of service and professionalism while acting as a welcoming and responsive point of contact for staff, clients, and guests.
• Coordinate meetings and conference room logistics, including scheduling, setup, and documentation such as agendas, minutes, and follow-ups when required.
• Support project start-up activities including contracts, proposal documentation, work authorizations, project directory setup, file-sharing platforms, and project number creation.
• Assist during early project phases through consultant coordination, document management, print coordination, tracking logs, spreadsheet maintenance, and preparation of team materials and communications.
• Provide coordination support during construction documentation and administration phases, including file sharing, print management, logging RFIs and submittals, and QA/QC documentation coordination.
• Assist with project close-out activities such as documentation archiving and punch list coordination.
• Contribute to studio culture through coordination of retreats, outings, milestone celebrations, and team events.
• Support office-wide initiatives and events, including planning, setup, and production as needed.
• Provide cross-team support, including coverage for other coordinators, reception assistance, and team zone management when required.

Benefits

• Our comprehensive benefits package is designed to support employees both personally and professionally and includes medical, dental, and vision coverage, disability insurance, wellness programs, flexible spending accounts, paid holidays, and generous paid time off.
• We also offer a 401(k), profit sharing, employee stock ownership, and twice-annual bonus opportunities.
• As part of our commitment to professional growth, Gensler provides reimbursement for eligible professional licenses, renewals, and exam fees, as well as tuition assistance for approved programs and coursework.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed