Studio Coordinator

Gensler • Austin, TX

2d • Onsite

About The Position

Your Role As Studio Coordinator in our Austin office, you will play a central role in creating a smooth, welcoming, and well organized environment for a 30–50-person design studio. You will support day-to-day operations, coordinate meetings and events, and partner closely with leadership and cross functional teams to keep everything running efficiently. What You Will Do Support for Principals, Studio Leaders, Studio Ops Leaders and Senior Hires Support Studio Leadership with calendar management, scheduling meetings, processing expense reports, P-Card reconciliation, preparing correspondence, and maintaining professional state licenses and memberships Assist Design Managers with administrative tasks including but not limited to logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting systems, transcribe and distribute meeting notes, etc. Assist in processing, editing, and proofing contract documents for clients and consultants • Coordinate business travel arrangements for studio members utilizing corporate travel systems (domestic and international) Email Monitoring (As Needed/Preferred) Coordination of Professional Development Plan Meetings (PDP) and 90-Day Reviews New Hire/Onboarding Support (include Senior Hires in partnership with HR) Presentation compilation (InDesign), studio org chart, various document preparation Studio Operations & Administrative Support Oversee daily studio operations and serve as the go-to resource for studio members Arrange travel accommodations and client entertainment as needed Greet clients and visitors, ensuring a professional and welcoming experience Maintain studio tidiness and oversee storage organization Support studio clean-up initiatives and ad-hoc administrative requests Studio Communications & Scheduling Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging catering and refreshments, partnering with IT for technical support, and greeting guests Assist Studio Directors and Studio Operations Leader with operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation Promote a strong studio culture by planning and executing studio retreats, outings, and celebrations and manage the studio social budget Partner with Marketing to ensure resumes and project/people pages are current Coordinate project file archiving and dead filing as needed Timekeeping, Staffing & Reporting Manage the studio PTO calendar and staffing coverage Support team members with timely completion of expense reports and timesheets Review and process timesheets, including follow-ups and signature coordination Assist Design Managers and Studio Leaders with staffing requests and adjustments Monitor overstaffing and coordinate reallocation of hours Collaborate with Shared Services on reporting needs (e.g., held time, forecasts, PTO, people status) Team Support & Collaboration Provide backup support to other studio coordinators as needed Field studio member questions with a positive, solutions-oriented approach Partner with various internal stakeholders (e.g., PA, Technical Directors, Learning Coordinator) on special projects

Requirements

• Bachelor’s Degree preferred or equivalent experience
• Minimum 5-7 years of experience in administration within a mid-large office (100+ employees)
• Strong interpersonal and communication skills with the ability to collaborate across all levels of leadership
• High level of discretion, confidentiality, and professionalism
• Proactive, dependable, and resourceful with a strong sense of initiative
• Flexible schedule to support early, late, or weekend events as needed
• Excellent organizational and multitasking abilities in a fast-paced, creative environment
• Highly proficient in Microsoft Office Suite; comfortable with technology and new software
• This position is in-person. Successful candidates will be located in the Austin, Texas area.

Nice To Haves

• Experience in a professional services environment (architecture or hospitality preferred)

Responsibilities

• Support for Principals, Studio Leaders, Studio Ops Leaders and Senior Hires
• Support Studio Leadership with calendar management, scheduling meetings, processing expense reports, P-Card reconciliation, preparing correspondence, and maintaining professional state licenses and memberships
• Assist Design Managers with administrative tasks including but not limited to logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting systems, transcribe and distribute meeting notes, etc.
• Assist in processing, editing, and proofing contract documents for clients and consultants
• Coordinate business travel arrangements for studio members utilizing corporate travel systems (domestic and international)
• Email Monitoring (As Needed/Preferred)
• Coordination of Professional Development Plan Meetings (PDP) and 90-Day Reviews
• New Hire/Onboarding Support (include Senior Hires in partnership with HR)
• Presentation compilation (InDesign), studio org chart, various document preparation
• Oversee daily studio operations and serve as the go-to resource for studio members
• Arrange travel accommodations and client entertainment as needed
• Greet clients and visitors, ensuring a professional and welcoming experience
• Maintain studio tidiness and oversee storage organization
• Support studio clean-up initiatives and ad-hoc administrative requests
• Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging catering and refreshments, partnering with IT for technical support, and greeting guests
• Assist Studio Directors and Studio Operations Leader with operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation
• Promote a strong studio culture by planning and executing studio retreats, outings, and celebrations and manage the studio social budget
• Partner with Marketing to ensure resumes and project/people pages are current
• Coordinate project file archiving and dead filing as needed
• Manage the studio PTO calendar and staffing coverage
• Support team members with timely completion of expense reports and timesheets
• Review and process timesheets, including follow-ups and signature coordination
• Assist Design Managers and Studio Leaders with staffing requests and adjustments
• Monitor overstaffing and coordinate reallocation of hours
• Collaborate with Shared Services on reporting needs (e.g., held time, forecasts, PTO, people status)
• Provide backup support to other studio coordinators as needed
• Field studio member questions with a positive, solutions-oriented approach
• Partner with various internal stakeholders (e.g., PA, Technical Directors, Learning Coordinator) on special projects

Benefits

• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees