Studio Operations Coordinator

hace 4 días

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

About Gensler

Gensler is a global design and architecture firm dedicated to delivering best-in-class design experiences. Our team of industry-leading designers and architects thrive in an environment that encourages collaboration, innovation, and personal growth.

Job Description:

We are seeking a highly organized and detail-oriented Studio Operations Coordinator to join our team. As a key member of our studio operations team, you will provide administrative support to our directors, design managers, and staff. Your primary responsibilities will include coordinating travel arrangements, managing project files, and ensuring timely completion of tasks.

Duties and Responsibilities:

  • Assist Studio Directors with administrative aspects of projects, including proposals, contracts, meeting notes, and project filing;
  • Coordinate travel, timesheets, and expense report logistics;
  • Assist with collection of time sheets, manual timecards, and vacations 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, including ensuring that HR have the individuals on Gensler travel insurance policy;
  • Work with marketing on qualifications packages and RFPs as needed;
  • In charge of work with the operations leader to maintain all the metrics of the studio updated, including AR, Productivity, and held time;
  • Coordinate employee engagement activities in the studio and promote studio culture (studio meetings, additional activities coordinate with facilities);
  • Distribute and create the monthly studio newsletter;
  • Support Offices services team in important client events;
  • Coordinate the communication between the studios and all the shared services teams;
  • 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.

Lifestyle at Gensler

We believe that a healthy and balanced lifestyle is essential for our employees' well-being and productivity. At Gensler, we offer a comprehensive benefits package, including subsidized health and life insurance, profit sharing, annual bonus, LinkedIn learning, holiday observance, additional PTO days every 5 years, and employee assistance programs.

We also invest in our employees' professional development by offering reimbursement for certain professional licenses and associated renewals and exam fees, as well as tuition reimbursement for eligible programs or classes. Our goal is to provide opportunities for growth and advancement within the company, allowing our employees to reach their full potential.

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