Office Coordinator

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring new ideas to solve challenging problems. Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there’s something here for everyone.

Our depth of expertise spans disciplines—from aviation and transportation to education, hospitality, retail, technology and more. At our core we embody an entrepreneurial spirit, always looking ahead for new ways to innovate and add to our clients’ success. We share the belief that design has the power to transform organizations and change lives; whether we’re refreshing a retailer’s brand, planning a new urban district or designing a super tall building.

Our work reflects an enduring commitment to sustainability, and we believe that a diversity of voices and cultures is one of the most powerful strategic tools for securing lasting competitive advantage.

As the world’s largest design firm, Gensler has a unique obligation and opportunity to focus on sustainability in the built environment. We deepened our commitment to combat the impact on climate change in the built environment when we launched Gensler Cities Climate Challenge (GC3) in 2019. This is our pledge to meet an ambitious goal: the elimination of all greenhouse gases from our work by 2030.

Your Role

This individual is someone who inspires and implements great experiences for our team members every day by ensuring high quality office services programs and support. Use your passion for service and attention to detail to help the Gensler team with day-to-day office matters and clerical tasks. As an Office Coordinator, you will be an integral member in ensuring that our office operations run smoothly and are successful in supporting other business activities.

As a Gensler Office Coordinator , you are responsible for maintaining the aesthetic appearance and cleanliness of a high-end office environment including common areas, meeting rooms and kitchen. This may include but is not limited to attending vendors face to face or by telephone, helping guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.

What You Will Do

To manage and provide a positive reception experience for team member and guests that are entering the office

Maintain the cleanliness, aesthetic integrity and organization throughout the office

Perform audits of the facility, recording items in need of repair or replacement and ensure appliances and all office furniture remain in working order

Handle all calls coming through main office phone number

Coordinate with building management and maintenance; manage cleaning providers

Inventory, order and restock office, pantry supplies, marketing materials and namecard

Manage incoming and outgoing mail, couriers, and deliveries

Support office moves, renovations, furnishings and seating assignments

Provide resources for hotels, restaurants, parking and things to do for out-of-town visitors, including remote team members

Support on corporate logistics (including travel, VISA, on the ground transportation, accommodation, COVID related protocol etc..) for our guests and overseas colleagues, and ensure our guests have access to the office

Work closely with Managing Director for general office communication relating to office logistics, moves, building updates, etc.

Plan and coordinate logistics and catering of events including Staff Meetings/Town Halls, Holiday/Bonus/Wellness Events, Appointments Day, Office Tours, Client meetings and other similar events during and after hours

Coordinate with different communities and function and manage/update the Office Calendar (including recurring weekly office and yearly meetings)

Assist with the onboarding new team members

Provide IT/AV support in conjunction with IT Helpdesk

Support cultural moments and artifacts (anniversary gifts, cards, etc.)

Continuously improve processes, systems, and customer satisfaction

Extend support to HR duties which may include but not limited to VISA management, training coordination and timesheet management.

Extend support to Finance duties which may include but not limited to processing of expense/reimbursement reports and vendor invoices.

Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.

Engage and collaborate with the larger team on sustainability efforts and initiatives.

Research and implement ways to optimize our internal workflow environmental impact.

Your Qualifications ​

Bachelor’s degree and minimum 5 years’ experience in a similar role

Excellent verbal and written communication skills in English

Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc)

Professional appearance and demeanor

Ability to problem solve, both individually and as part of a team

Responsive and proactive approach, with strong follow-through skills

Excellence in working in a fast-paced, deadline driven environment

Strong attention to detail, highly organized and strong time management skills

Must be organized, efficient and enjoy working with a team as well as work independently

Ability to multi-task and prioritize

Be trusted to deal with confidential issues (both personal and business)

Ability to travel if required

Basic understanding of sustainable design and operations is preferred.

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life.

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.