Your Role
As a Studio Coordinator in Gensler’s Mumbai office, you will provide essential administrative and operational support to the studios and play a key role in ensuring smooth day to day office operations that enable overall business success. Your role includes coordinating and supporting internal team members within Mumbai office and also with vendors, assisting guests, managing office supplies and equipment, overseeing preventive maintenance, and managing a broad range of clerical and administrative tasks to keep the studio running efficiently.
What You Will Do
- Deliver a positive and welcoming experience for team members and guests
- Maintain the cleanliness, aesthetic quality, and organization of the office, including conducting facility audits, overseeing repairs, and ensuring all furniture and appliances are in working order.
- Coordinate with building management, maintenance teams, and cleaning providers to ensure smooth facility operations.
- Manage inventory, ordering, and restocking of office and pantry supplies, marketing materials, and name cards.
- Handle all incoming and outgoing mail, couriers, and deliveries.
- Support office moves, renovations, furnishings, and seating assignments.
- Assist out of town visitors by providing hotel, restaurant, parking, and local recommendations.
- Coordinate travel, visas, transportation, accommodations, and guest access for visitors and overseas colleagues.
- Work closely with the Managing Director on office communications related to logistics, moves, and building updates.
- Plan and coordinate logistics and catering for events including staff meetings, town halls, celebrations, wellness events, client meetings, and office tours.
- Manage and update the Office Calendar, including weekly and annual meetings, while coordinating with various communities and functions.
- Support onboarding activities for new team members.
- Provide basic IT/AV support in collaboration with the IT Helpdesk.
- Support cultural initiatives such as anniversaries, celebrations, and team recognition.
- Continuously improve office processes, systems, workflows, and overall customer experience.
- Assist HR with visa coordination, recruitment scheduling, training support, and timesheet management.
- Assist Finance with expense and reimbursement processing, and vendor invoice management.
Your Qualifications
- Bachelor’s degree with a minimum of 5 years of experience in a similar role.
- Excellent verbal and written communication skills in English.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).
- Professional appearance, strong interpersonal skills, and a polished demeanor.
- Strong problem solving abilities, with the capability to work both independently and collaboratively.
- Highly responsive, proactive, and reliable, with strong follow through.
- Comfortable working in a fast paced, deadline driven environment.
- Exceptional attention to detail, organizational skills, and time management abilities.
- Ability to multitask, prioritize effectively, and maintain confidentiality in personal and business matters.
- Willingness to travel when required.
- Preferred: Experience with Adobe Creative Suite (Photoshop, InDesign, Illustrator, Adobe Acrobat).
Life at Gensler
As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to research grants to “Well-being Week,” our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability and wellness programs. We also offer profit sharing and twice annual bonus opportunities.
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.