Administrative Support Lead

hace 2 días


San José, San José, Costa Rica Gensler A tiempo completo

About the Role

This role provides administrative support to our team members, ensuring the smooth operation of our studio. As a Studio Coordinator, you will assist Studio Directors with administrative tasks, coordinate travel and expense report logistics, and ensure proper electronic filing standards.

Key Responsibilities

  • Provide administrative support to Studio Directors, including proposals, contracts, meeting notes, and project filing
  • Coordinate travel and expense report logistics
  • Assist with collecting time sheets, manual timecards, and vacation 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 meetings
  • Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner
  • Work with marketing on qualifications packages and RFPs, as needed
  • Other administrative duties as required

Requirements

  • Bachelor's degree in Business Administration, Human Resources, or similar
  • Minimum of two years' administrative experience
  • 100% bilingual English/Spanish, well written with excellent verbal communication skills
  • Proficient in MS Office (Word, Excel, Outlook), experience 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
  • Be proactive in identifying studio needs to improve processes
  • Experience with Online collaborative whiteboard platform is a plus

Benefits

Gensler offers comprehensive benefits, including subsidized health and life insurance, profit sharing, annual bonus, LinkedIn learning, holiday observance, additional PTO days every 5 years, and employee assistance programs.


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