Description

Your Role

This individual is someone who inspires and implements great experiences for our team members and guests every day. For our visitors you are the first impression in offering our visitors an exceptional experience and with the team, by ensuring high quality office services programs and support. Use your passion for service and attention to detail to work with the Gensler team day-to-day ensuring that our studio operations run smoothly.

You will work closely with the leadership team and support our Managing Director on various administration and business activities.

What You Will Do

- To manage and provide a positive welcome experience for team member and guests
- Maintain the aesthetic integrity and organisation throughout the studio
- 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 and marketing materials
- 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, etc..) for our guests and overseas colleagues, and ensure our guests have access to the office
- Work closely with and support the Managing Director for general office communication relating to office logistics, moves, building updates as well as specific business activities, client correspondence and the like
- Plan and coordinate logistics and catering of events including Team Meetings, 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 onboarding current 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

- Minimum 5 years’ experience in a similar role

- Have a passion for customer service and providing exceptional experiences
- A passion or interest in design and architecture and working with a team of creatives is ideal
- 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 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 skilled 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.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under applicable regulatory laws.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable regulatory laws.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [email protected].

📌 Office Coordinator (Sydney)
🏢 Gensler
📍 Sydney