Studio Coordinator

Job Description

Your RoleWe are currently seeking a Studio Coordinator to join our Abu Dhabi and Dubai studios. The ideal candidate will excel in a very fast-paced environment and have an accomplished background in admin and operations roles. You will join an established team, working closely with colleagues in order to maintain the smooth running of the studio, across the office-wide shared services of admin, facilities management, CRM and health and safety.What You Will DoOffice Support- Cover reception desk in Dubai office- Ensure proper electronic filing standards for the studio- Organise internal and external meetings- Set up conference calls- Government liaison managing the administration of government department liaison such as Society of Engineers; Ministry of Education; Abu Dhabi and Dubai Municipalities- Typing and/or distribution of - snagging lists, letters, faxes, emails, reports and any other project correspondence using Microsoft Word and Email- Update staffing reports- Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including ensuring that HR have the individuals on Gensler travel insurance policy- Monitor all employees and Principal phones where applicable- Update Principal and Senior Management contacts in CRM- Assist Principal with administrative aspects of projects including proposals, contracts, meeting notes, setting up project files and project filingHR Support- Assist and facilitate the set-up of preparations for Firmwide presentations and bonus night celebrations- Assist with onboarding of new employees- Assist with terminating leavers paperwork and returning equipment- Assist with preparing employee letters for signing by Principal, in English & Arabic REQUIREMENTS: Additional Responsibilities- Help Project Managers with dead filing- Ensure proper electronic filing standards for the studio- Coordinate moves and studio clean-ups with office services- Back-up receptionist and other Studio Coordinators- Work with marketing on qualifications packages and RFPs, as needed- Coordinate seating for new hires in studio

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About Company

Gensler is widely recognized as the worlds leading collaborative design firm, not just the largest. The ability to work together as an integrated team is part of our DNA, and weve embraced it at every level, from our Co-CEOs to our studios and project teams.

The focus of Gensler leadership is on serving our clients effectively wherever they need our services. Our one-firm firm ethos saves time, cuts costs and delivers innovation. We offer the design industrys deepest bench of expertise, matched with experience gained by working with our clients across the global economy. We bring that broad knowledge to bear on every project and location where we work.