Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognize the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.
Our New York team is seeking an Office Coordinator to join our studio. This person will be responsible for creating a hospitable and professional environment for staff and guests, and a well-ordered and presentable office space. This role is fulltime, and in-person, in alignment with office hours of 9am – 6pm, Monday - Friday.
Job Summary
Ensure a welcoming environment for staff and visitors while maintaining office organization and administrative support. A successful candidate will be able to demonstrate sound judgment, professionalism and discretion, while operating across all levels of the organization and managing critical priorities. Organized and experienced candidates with strong interpersonal skills are encouraged to apply.
Responsibilities
- Play a major role as the “host” of the studio: manage security registration, welcome and direct visitors, field phone calls, maintain studio appearance and keep shared spaces tidy.
- Collaborate with Facilities on studio maintenance: keep kitchen clean and bathrooms stocked, oversee plant upkeep, and coordinate office equipment repair. Direct housekeeping and trash/recycling pickup and assist with management of the office supplies inventory.
- Ensure spaces or Zoom meetings are booked, and spaces set with relevant equipment and refreshments, etc.
- Plan, coordinate, and host studio events, including weekly meetings, team gatherings, holiday celebrations, client meetings, and employee engagement activities. Ensure seamless execution and a positive experience for attendees, including event close out and breakdown.
- Maintain records, documentation and files. Assist with archiving of project documentation.
- Perform additional administrative duties as needed, including calendar management, email correspondence and mail distribution. Plan and book travel and itineraries.
Skills & Competencies
- Minimum three years of experience in customer service required.
- Minimum of two years of previous administrative support experience, with strong attention to detail.
- Experience in professional services industry is preferred.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Strong professional writing skills.
- Ability to self-direct and work autonomously. Strong ability to multitask; organize and prioritize tasks including the delegation of tasks where appropriate.
- Efficient and clear verbal communication required. Excellent interpersonal and collaborative skills; proven ability to adapt to different styles and personalities to influence positive group outcomes.
- Ability to provide a warm and welcoming atmosphere for staff and clients.
Application details
To apply, include a cover letter and resume clearly outlining your suitability for the role. Please note that due to the large volume of applications we receive, only short-listed candidates will be contacted.
Salary is commensurate with qualifications and experience, ranging from $62,000 - $67,000, excluding profit share and other benefits. This is a good faith estimate based on the expectations as laid out in the job description. Grimshaw offers a comprehensive benefits package that includes health insurance (medical, dental, vision and life insurance), 401(k) Safe Habor plan, 15+ days paid time off and yearly performance reviews.
Grimshaw is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, national origin, ancestry, alienage or citizenship status, age, disability or handicap, sex, gender identity, marital status, familial status, veteran status, sexual orientation or any other characteristic protected by applicable federal, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.
Compensation: From $62,000 to $67,000 per year
