Studio Operations Coordinator Job at Archinect in New York

Are you interested in learning how a medium-sized architecture & engineering design firm works? You’ll play a hands-on role in daily operations, facilitating the firm’s collaborative culture and creating a happy office environment. Candidates should be outgoing, kind, pro-active, organized, dependable, communicative, and enjoy multi-tasking.

Heintges is widely recognized for excellence in both our people and our design product. We cultivate a supportive environment of positivity, respect, professionalism, and good work-life balance.

Front of Studio Core Responsibilities

• Greet colleagues and office visitors.
• Manage studio needs pro-actively, communicate / coordinate with supervisor, landlord, building facilities staff, cleaning service, IT and equipment providers, and repair contractors.
• Organize, manage, maintain, and supply the kitchen, copy room, storage, conference rooms, and restrooms.
• Manage all deliveries, unpack and put away all supplies and packaging.
• Create, maintain, and update inventory lists and supply ordering schedules.
• Manage mail, phone & security system.
• Maintain Outlook calendars and schedule meetings.
• Plan, budget, and manage weekly staff lunches, fun events such as happy hours, celebrations, and annual holiday party.
• Prepare meeting rooms and video conferencing equipment, assist visitors with any technology needs, and provide food & beverage where applicable.
• Prepare expense reports.
• Assist with travel reservations.
• Maintain the off-site historical storage database, coordinate items sent to/retrieved from storage.
• Support other administrative initiatives as opportunities arise.
• Work on-site under the supervision of the Director of Operations.

Practice Management

Beyond core responsibilities, there will be opportunity to leverage your skills and areas of interest to help manage a medium-sized Architecture & Engineering Design firm. Areas for engagement in practice management include:

• Writing skills: provide marketing & communications support.
• Graphic skills: edit content using InDesign and Photoshop.
• Analytical skills: data entry and analysis in Excel and Ajera.
• Organizing skills: maintain and improve our libraries including Building Materials, Design Monographs & Periodicals, Photographs, etc.
• Appreciation of design. Academic or work experience in design is a plus.
• Strong planning and organizing skills with attention to detail.
• Reliable, can-do, positive outlook, smart, mature, with calm demeanor.
• Creative thinker and problem solver.
• Strong verbal and written communication skills
• Excellent interpersonal skills.
• Proficiency with Microsoft Word, Excel, and Outlook. Ajera and InDesign a plus.
• Ability to move, unpack and store deliveries, breakdown boxes for recycling, lift up to 20 lbs.
• Fluency in English.
• Authorization to work in the U.S.

Qualifications

• Appreciation of design. Academic or work experience in design is a plus.
• Strong planning and organizing skills with attention to detail.
• Reliable, can-do, positive outlook, smart, mature, with calm demeanor.
• Creative thinker and problem solver.
• Strong verbal and written communication skills
• Excellent interpersonal skills.
• Proficiency with Microsoft Word, Excel, and Outlook. Ajera and InDesign a plus.
• Ability to move, unpack and store deliveries, breakdown boxes for recycling, lift up to 20 lbs.
• Fluency in English.
• Authorization to work in the U.S.