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Studio Coordinator (Administrative Assistant) in Charlotte, NC at Pionear

Date Posted: 9/7/2018

Job Snapshot

Job Description

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Studio Coordinator (Administrative Assistant)
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Charlotte, NC

3 Keys:

  1. Must have experience working for a Billable company (CPA firm, Architecture firm or maybe a Law firm)
  2. Meeting notes, calendar management, assist 40 Architects with deadlines and communications
  3. Construction admin support

Studio Coordinator:

The Gensler Charlotte office is seeking a personable and enthusiastic individual to join our team as a Studio Coordinator, acting as an ambassador and anchor for the studio, providing support to the Studio Director, Principals and design professionals.

The ideal candidate should have the leadership skills to juggle the day-to-day operations of the studio as well as manage meetings, events and initiatives throughout the office. Candidates should be well organized, thoughtful and service oriented. In addition, candidates should be able to take ownership of tasks and exhibit a high level of initiative and follow-through in a dynamic environment. Cross-function and team collaboration is an important aspect and is fully exercised.





Job Requirements

What You Will Do:

  • Type/Coordinate/Review Project Correspondence
  • Meeting Notes, Letters, Memos, Work Authorizations, Transmittals,
  • Budgets, Specifications, Project Directories, Punch Lists, and other documents as needed
  • Construction Administration Coordination: Log-in, Log-out shop drawings & submittals / Maintain Submittal Log, Gensler copies / Return submittals to sender after review (GC, Owner, Client, etc.)
  • Assist Project Managers with Project Dead-filing/Retrieval
  • Provide project assistance as needed (ex: signage schedules, finish binders, etc.)
  • 'Cold Case' Files (research, retrieve, assess charge and coordinate Data Waivers for closed project requests from clients or other interested parties)
  • Prepare meeting notes, transmittals and Work Authorizations
  • Coordination of signing & stamping drawings including confirmation of QA, follow Gensler guidelines
  • Assist with copies, scans, set distribution - coordination with ARC
  • Construction Administration Coordination: Log-in, log-out shop drawings & submittals / Maintain SubmittalLog, Gensler copies / Return submittals to sender after review (GC, Owner, Client, etc.)
  • Seek training on any tools that will assist in helping the staff /studio /office


Your Qualifications:

  • Minimum 5 -8 years of experience in an administrative capacity
  • Excellent verbal, communication and relationship management skills a must
  • Ability to communicate and interact effectively and professionally with all levels of the firm, clients and sub-consultants
  • Experience in a professional service firm preferred
  • Exceptional customer service orientation
  • Proficient in Microsoft Office (Word, Excel and PowerPoint), Adobe Creative Suite & Outlook
  • Knowledge of the construction industry is preferred
  • Proven attention to detail, with excellent leadership, organizational and technical skills
  • Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
  • Established success with working on multiple tasks/projects at the same time
  • Facilitate team members in working together efficiently and effectively


Pionear is an equal opportunity employer. 
Charlotte, NC
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Studio Coordinator (Administrative Assistant)
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