Studio Coordinator

Gensler•Atlanta, GA

2d•Onsite

About The Position

Your Role The Studio Coordinator partners with both the Studio Director and Studio Leaders to collectively drive the operational success of the Lifestyle Studio within the Atlanta office. You will embrace being a proactive self-starter with an entrepreneurial perspective to manage aspects of studio operations allowing leadership to focus on strategic matters. What You Will Do Enhance Studio Performance and Operations 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. Support Project Management Support 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 Business Development Support 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. Administrative Support 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). For each of the areas listed, duties may be identified, or emphasized, based on the business needs as defined by the Studio Leader.

Requirements

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.
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.
Strong verbal and written communication skills.
Experience managing multiple calendars in Outlook and coordinating complex travel arrangements.

Nice To Haves

Experience in the Architecture & Design industry is a plus.
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.

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).

Benefits

comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off
We also offer a 401 k, 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.

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