Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator for Gensler Bogota office, you will provide administrative and general support to a team of industry-leading designers and architects.
You're at the heart of your office’s activities and the soul that keeps your office moving forward.
What You Will Do
Support day-to-day operations with administrative aspects of projects including proposals, contracts, meeting notes & project filing and new project setup
Coordinate expense report logistics
Provide support with collections
Coordinate with clients and suppliers the successful delivery of documents, forms and invoices.
Answer phones and maintain calendars
Collection of time sheets and manual time cards as needed
Set up and maintain files for all projects and office documentation
Assist Design Managers with staffing and Update staffing reports
Ensure proper electronic filing standards for the office
Organize Internal / External meetings and office events
Set up conference calls and / or GoTo meeting
Typing and / or distribution of - snagging lists, letters, faxes, emails, reports and any other project correspondence using Microsoft Word and Email
Making travel arrangements for all office 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
Update Principal and Senior Management contacts in CRM
Work with marketing on qualifications packages and RFPs, as needed
Coordinate seating for new hires in the office
Prepare, order food and set up for meetings : food / beverage setup, cleanup after meetings
Maintain the aesthetic appearance and cleanliness of the office (client ready)
Check office supplies (restock supply room as needed)
Provide administrative support on special projects as needed
Other administrative duties as required
Bachelor’s degree or current student in Business Administration or equivalent
Minimum of two years’ administrative experience
90-100% Bilingual English & Spanish
Excellent communication skills, both verbal and written
Proficient in MS Office and Adobe (Word, Excel, Outlook, InDesign), knowledge of Salesforce CRM Platform is a plus
Experience handling sensitive material with discretion and confidentiality
Proactive attitude, excellent work ethic and relationship management skills
Proven attention to detail, with excellent organization and time management skills
Must be able to multitask, determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
Legally authorized to work in Bogota (position does not offer relocation)
Gensler is proud to be an equal opportunity workplace and is an affirmative action employer. All aspects of employment decisions will be based on merit, competence, performance, and business needs.
We do not discriminate on the bases of any status protected under federal, state, or local law. If you need assistance or an accommodation due to a disability you may contact us .
We celebrate diversity and are committed to creating an inclusive environment for our colleagues.