Studio Coordinator / Administrative Assistant Job at Mediabistro in Kansas City

Overview

Studio Coordinator

Gensler, a globally recognized architecture, design, and planning firm, is seeking a studio coordinator to join our expanding Kansas City office. Reporting directly to office leadership, you will help create the office experience and culture from the ground up. You will be a key partner in ensuring premium client and employee experience through the optimization of our physical space.

Responsibilities

• Support studio principals with calendar management, detailed travel arrangements, and maintaining professional state licenses and memberships.
• Support administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.
• Assist operational aspects of running the studio including organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal / presentation preparation.
• Assist design managers with administrative tasks including logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting system, transcribe and distribute meeting notes.
• Coordinate business travel arrangements for all studio members utilizing corporate travel systems (domestic and international).
• Promote a strong studio culture by managing the studio social budget.
• Coordinate physical archiving of studio projects
• Liaise with other administrative departments to ensure seamless coordination and communication with other office studios.
• Office Management : Oversee / manage front desk / reception operations, collaborate with leadership on office operations, and openly communicate and update management regarding office issues.
• Manage inventory and ordering of office and pantry supplies .
• Maintain vendor relationships and periodically evaluate existing vendor accounts.
• Track calendars, budgets, and expenses for studio .
• Assist in filling in forms and collating documents required for project proposals.
• Assist in assembling and coordinating documents for AIA contracts for owner, consultant, and letter agreements, as well as client meetings and project correspondence.
• Facilities Management
• Coordinate set up for new hire workstations; work closely with IT and HR to ensure smooth onboarding.
• Coordinate the purchase / lease of new office furniture and equipment.
• Collaborate with finance team to establish and manage budgets (events, storage, supplies, repairs, maintenance, moves, food & beverage, etc.), and ensure adherence to accounts payable procedures.
• Create a welcoming, warm, and comfortable workplace for team members, clients, and guests.
• Event / Meeting Planning
• Ensure best meeting experience for clients and guests with a service mindset.
• Meeting planning, logistics, and setup for internal and external office events such as staff meetings, town halls, holiday / bonus / wellness events, office tours, client meetings, lunch-and-learns, and other similar events.
• Promote office culture by planning studio retreats, outings, and celebrations.
• Work closely with management in the procurement and management of meeting / event space, catering and entertainment; create and manage event budgets.

Your Qualifications

Location and Benefits

This position is in-person. Successful candidates will be located in the Kansas City, Missouri area. If you're open to relocating to the area, please apply! Non-local candidates are welcome. Take a look at U.S. News & World Report's 2025-2026 study on what it's like living in Kansas City!

As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to "Well-being Week," our offices reflect our people's diverse interests. We encourage every person at Gensler to lead a healthy and balanced life. Our 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. Our annual base salary range has been established based on local markets. 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. We view our professional development programs as strategic investments in our future.

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