Studio Administrative Specialist
hace 6 días
Job Description:
Gensler is a design and architecture firm that thrives on creativity, innovation, and passion. As a Studio Coordinator, you will play a vital role in supporting our team of industry-leading designers and architects.
Key Responsibilities:
- Assist Studio Directors with administrative tasks, including proposal development, contract management, meeting coordination, and project filing.
- Coordinate travel arrangements, timesheets, and expense reports for studio members.
- Provide reception services, including answering phones, managing calendars, and maintaining office documentation.
- Support Design Managers with staffing, update staffing reports, and ensure proper electronic filing standards.
- Organize internal and external meetings, set up conference calls, and facilitate Goto meetings.
- Make travel arrangements, ensuring timely completion of travel forms and invoices.
- Update Principal and Senior Management contacts in CRM.
- Act as backup receptionist and support other Studio Coordinators.
- Collaborate with marketing on qualifications packages and RFPs as needed.
- Coordinate seating for new hires in the studio.
- Perform other administrative duties as required.
Office Assistant Duties:
- In coordination with the Office Services Department, perform tasks such as preparing, ordering food, and setting up meetings.
- Maintain the aesthetic appearance and cleanliness of pantries, conference rooms, teaming areas, and common spaces.
- Check office supplies and restock the supply room as needed.
Your Qualifications:
- Bachelor's degree in Business Administration, Human Resources, or equivalent.
- Minimum of two years' administrative experience.
- 100% bilingual English/Spanish, with excellent verbal and written communication skills.
- Licensed 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.
- Self-motivated and capable of working under tight deadlines.
- Extreme attention to detail and ability to multi-task and prioritize required.
- Experience handling sensitive material with discretion and confidentiality.
About Us:
We are committed to delivering best-in-class design and fostering a healthy and balanced work environment. Our comprehensive benefits include subsidized health and life insurance, profit sharing, annual bonus, LinkedIn learning, holiday observance, additional PTO days every five years, and employee assistance programs.
We offer reimbursement for certain professional licenses and associated renewals and exam fees, as well as tuition reimbursement for eligible programs or classes. We view our professional development programs as strategic investments in our future.
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