Studio Coordinator / Administrative Assistant Job at Gensler in Kansas City

Your Role

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.

What You Will Do

Studio Coordinator / Administrative Assistant

Support Studio Principals with calendar management, detailed travel arrangements (domestic and international) utilizing corporate travel systems, and maintaining professional state licenses and memberships

Support with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.

Assist operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal / presentation preparation

Assist Design Managers with administrative tasks including but not limited to logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting system, transcribe and distribute meeting notes, etc.

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; 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 (American Institute of Architects) 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

Minimum 5 years of experience in professional administrative position supporting senior leadership

Experience booking domestic and international travel

Excellent verbal and written communication skills

Strong ability to interface professionally with all levels of the firm, clients, and subcontractors Ability to prioritize business responsibilities

Must show ability to problem-solve, both individually and as part of a team

Positive attitude and willingness to "go the extra mile"

High level of work ethic and ability to work independently with minimal guidance

Proficiency with Microsoft Office (including SharePoint)

Adobe Suite / In Design experience a plus

Must be available for overtime on an as-needed basis

Architecture, Engineering, or Construction-industry experience is a plus

This position is in-person. Successful candidates will be located in the Kansas City, Missouri ar ea. If you'r e o pen to rel ocatin g 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!

Life at Gensler

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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