Job Description

Your Role  

Gensler is seeking an experiencedStudio Coordinator andFront Desk Concierge to join our team in Charlotte,locatedin the heart ofUptown. This role acts as the Director of First Impressions and will be the face of the organization and those who visit our office. This position is an integral member of the office and requires a true professional. All comings and goings are through this individual, plus there are many administrative support aspects with support for the design studio,marketingand accounting groups. If you are a person who prides themselves on their upbeat, professional demeanor and ability to multitask, this isa great rolefor you! 

What You Will Do 

Studio Operations

• Assist Studio Leaders with calendar management, booking travel, managing expenses,tracking ofprofessional credentials.

• Own and manage Studio-wide meetings; create andmaintainschedule; work with studio leadership to develop agenda; manage action and follow up items; secure space and refreshments asrequired

• Assistleadership with management of staffing for the studio.

• Work with Human Resources teammates on talent-related initiatives such as Professional DevelopmentProgramprocessmonitoringand tracking;onboardingmonitoring and tracking; new hire set up.Ot

• her activities such as managing the studio PTO calendar.

• Managestudiocalendar and schedule meetings

Office Concierge

• Asneededgreet clients, vendors, and all visitors in a professional and courteous manner and notifyappropriate staffupon arrival.

• Manage the front office, reception area, break area, conference rooms, and kitchen.

• Answer and direct incoming telephone calls.

• Collect mail, distribute, and coordinate deliveries.

• Maintain neatness in conference rooms, reception desk, break area, and kitchen. Includes loading/unloading dishwasher and stocking refrigerator.

• Maintain Office Calendar events and maintain Video Equipmentcalendarso they areup-to-date

• Manage conference roomscheduling

• Manage Client contact information for Client Resource Management system for key office & studio leaders.

• Notify teammates of upcoming events: Studio meetings, All Staff meetings, Client meetings – whenappropriate, Off-site Storage pickups, PTO, Director absences, etc.

• Meeting Notes, Letters, Memos, Work Authorizations, Transmittals, Budgets, Specifications, Project Directories, Punch Lists, and other documents as needed.

• Manage learning platform data for staff along with CEU and professional licensure information.

• Assistwith organizing andmaintainingproject filing withaccountingdepartment.

• Assistwith event planning and coordination

• Provide general information andassistanceto visitors

Librarian

• Coordinate with vendors and sales reps on product presentations, re-stocking samples, displaying samples, etc.

• Assistproject teams in making sample requests to vendors & manufacturers.

Your Qualifications

• 3+ years of experience in an administrative capacity.

• Customer service / concierge / front desk reception experience in an office environment.

• Microsoft Officeproficiency(Outlook, Word, Excel, PowerPoint), including experience managing multiple calendars in Outlook.

• Proficient in booking complex travel.

• Basic aptitude with Adobe Suite (In Design) and Miroarepreferred.

• Familiarity with Salesforce a plus.

• Proven attention to detail, with excellent organizational and technical skills.

• Must be able todeterminepriorities, take ownership of tasks, andexhibita high levelof initiative and follow-through.

• Established success prioritizing multiple tasks/projects simultaneously.

• Excellent communication and relationship management skills.

• Ability to interact professionally with individuals at all levels.

• Proactive by nature and curious to learn more about our business.

• Abilityto alwaysmaintaincomposure in hectic situations, quick to smile and a consistent positive “get it done” attitude.

• Ability to work regular business hours (8:30 am – 5:30 pm) Monday through Friday.

• Encouraged to have a LinkedIn public profile complete with current/past work information.

• CDFA (CertifiedDesign FirmAdministrator) certification is a plus.

Expectations

• Maintain a high level of professionalism and confidentiality at all times

• Demonstrate strong problem-solving skills and adaptability in a fast-pace d environment

• Exhibit excellent time management and organizational skills

• Foster a welcoming and positive atmosphere for all visitors and staff

• C ontinuouslyseekopportunities for personal and professional growth

• Collaborate effectively with team members across various departments

Life at Gensler

At Gensler, 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 reflectour people’sdiverse 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 offera 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has beenestablishedbased 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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