STUDIO OPERATIONS COORDINATOR - NY
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.
Salary range based on relevant experience and qualifications: $55,000 – $65.000/year