Studio Manager Job at Archinect in Westport

Position Summary

The Studio Manager is a key leadership role responsible for ensuring the studio operates smoothly, efficiently, and in alignment with Cardello Architects’ standards and culture. This role combines operational oversight, staff management, workflow alignment, and high-level coordination across the firm.

The Studio Manager provides daily leadership to the team, reinforces expectations, coaches staff, supports accountability, and partners with HR on employee relations matters. They ensure adherence to office policies and procedures, monitor attendance and engagement, and intervene early when performance or behavioral concerns arise.

They also serve as the central communication hub between the Principal, Managing Director, design staff, consultants, and clients, ensuring clarity, consistency, and follow-through across all projects and studio operations.

This is not a design role, but a leadership, coordination, and operational management role that directly supports the Principal, Managing Director, and design team.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Studio Operations, Workflow & Team Leadership

• Lead daily studio operations, ensuring staff follow established workflows, procedures, and standards.
• Manage resource allocation, project schedules, workload distribution, and internal deadlines.
• Monitor progress across all projects, proactively addressing bottlenecks or delays.
• Coach and support employees, reinforcing expectations around professionalism, performance, attendance, and accountability.
• Partner with HR on employee issues, performance concerns, documentation, and policy enforcement.
• Identify inefficiencies and implement process improvements that support firm-wide goals.

Client-Focused Coordination & Professional Communication

• Coordinate client meetings, logistics, follow-ups, and non-design communication.
• Represent the firm professionally in writing and conversations with clients and external partners.
• Ensure all client communications are tracked, documented, and appropriately routed to the team.
• Manage consultant communication, schedules, deliverables, and documentation.
• Organize consultant proposals, drawings, and information for clarity and accessibility.
• Maintain smooth information flow between the design team and outside consultants.
• Train staff on internal procedures, workflows, tools, documentation systems, and expectations.
• Onboard new employees and ensure successful integration into studio operations.
• Maintain firm-wide organizational systems (file structure, naming conventions, templates).
• Continuously evaluate and refine studio processes for efficiency, clarity, and consistency.

Consultant & Vendor Coordination

Training, Standards, and Process Efficiency

Forecasting, Resource Planning & Budget Tracking

• Assist leadership with forecasting workloads and planning staffing needs.
• Track hourly budgets, staffing allocations, and progress against project plans.
• Support visibility into the firm’s operational capacity and upcoming scheduling needs.
• Organize studio meetings, agendas, and follow-up action tracking.
• Maintain clear documentation systems for projects and operations.
• Support leadership with special projects, presentations, and operational initiatives.

General Studio Administration & Leadership Support

• Monitor attendance, punctuality, and schedule adherence; coach employees as needed.
• Support staff performance through feedback, documentation, and accountability conversations.
• Coordinate PTO tracking, reviews, policy updates, and internal communication.
• Support firm culture through consistency, communication, and reinforcement of expectations.

IT & Software Coordination

• Provide first-line support for workstations, software setup, troubleshooting, and updates.
• Manage coordination with IT vendors for escalated needs.
• Oversee software licensing, workstation standards, and hardware inventory.

Qualifications

Education & Experience

• Bachelor’s degree preferred (Business, Management, Operations, Architecture/Design, or related field).
• 5–10+ years of experience in studio management, operations, project coordination, or administrative leadership in a professional services environment; experience in architecture, interior design, engineering, or construction strongly preferred.
• Demonstrated experience managing staff, enforcing procedures, coordinating schedules, and supporting leadership in a fast-paced, deadline-driven environment.
• Experience improving workflows, implementing systems, and supporting organizational operations.

Required Knowledge, Skills, Abilities, & Competencies

• Leadership & Staff Management: Ability to lead, coach, and support staff; reinforce accountability, professionalism, and adherence to office procedures; partner with HR on performance or attendance issues.
• Operational & Workflow Management: Strong organizational skills with the ability to manage schedules, coordinate resources, track deadlines, and maintain efficient studio systems and processes.
• Communication: Excellent written and verbal communication skills; able to communicate professionally with staff, leadership, consultants, and clients; strong documentation and follow-up.
• Client & Consultant Coordination: Skilled in coordinating meetings, logistics, and communication; able to support non-design client interactions and maintain accurate project information.
• Technical & Software Proficiency: Proficiency in Microsoft Office; familiarity with studio tools such as Revit, Adobe, Bluebeam, or Monograph preferred; ability to provide first-line IT support and coordinate with vendors.
• Problem-Solving & Adaptability: Strong judgment, discretion, and ability to remain calm, solutions-oriented, and adaptable in a fast-paced environment with shifting priorities.
• Professionalism & Confidentiality: High level of discretion, reliability, and integrity; strong sense of ownership, follow-through, and accountability.

Physical & Visual Requirements

• Remain in a stationary position for extended periods while working at a computer.
• Move about the studio and occasionally visit job sites or consultant offices.
• Use hands and fingers to operate computers, office equipment, and organizational tools.
• Occasionally lift/move up to 25 pounds (such as supplies, equipment, or presentation materials).
• No requirement to interpret architectural drawings for design decision-making; only for coordination or administrative support.

Language Skills

• Strong professional written and verbal communication skills.
• Ability to draft clear, concise correspondence, summaries, and documentation.
• Comfortable communicating with clients, consultants, and staff at all levels.
• Ability to understand general architectural terminology for coordination purposes (design expertise not required).

Mental Demands & Reasoning Abilities

• Ability to manage shifting priorities and deadlines in a fast-paced, creative environment.
• Strong analytical and critical-thinking skills related to workflow, staffing, scheduling, and operational decision-making.
• Ability to maintain composure during pressure or competing deadlines.
• Strong organizational and time-management skills, with the ability to oversee multiple concurrent tasks.
• Capacity to handle confidential information with tact and professionalism.

Work Environment

• 100% in-person role in the Westport studio; remote work permitted only in exceptional circumstances (e.g., illness, weather).
• Work takes place in an open, collaborative design environment that values teamwork and face-to-face communication.
• Occasional travel required for meetings, errands, vendor coordination, or site-related logistics.
• May occasionally encounter construction environments, including noise, dust, and weather variations.
• Standard 45-hour workweek, with additional time as needed for deadlines, client needs, or leadership support.