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Job description / Role
Gensler is a leading global architecture, design, planning, and strategic consulting firm that partners with companies to achieve measurable business and organizational goals through design. For over 50 years, Gensler has been a pioneer in creating great places that enhance the quality of work and life. Today, we have over 6,000 professionals networked across 48 locations.
We are currently seeking a Studio Coordinator to join our Abu Dhabi and Dubai studios. The ideal candidate will excel in a very fast-paced environment and have an accomplished background in admin and operations roles. You will join an established team, working closely with colleagues in order to maintain the smooth running of the studio, across the office-wide shared services of admin, facilities management, CRM and health and safety.
Responsibilities:
Office Support
• Ensure proper electronic filing standards for the studio
• Organize Internal and External meetings
• Set up conference calls
• Typing and/or distribution of - snagging lists, letters, faxes, emails, reports and any other project correspondence using Microsoft Word and Email
• Update staffing reports
• Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including ensuring that HR have the individuals on Gensler travel insurance policy
• Monitor all employees and Principal phones where applicable
• Update Principal and Senior Management contacts in CRM
• Assist Principal with administrative aspects of projects including proposals, contracts, meeting notes, setting up project files and project filing
HR Support
• Assist and facilitate the set-up of preparations for Firmwide presentations and bonus night celebrations
• Assist with on-boarding of new employees
• Assist with terminating leavers paperwork and returning equipment
• Assist with preparing employee letters for signing by Principal, in English & Arabic
Additional Responsibilities
• Help Project Managers with dead filing
• Reception cover for breaks and leave periods
• Ensure proper electronic filing standards for the studio
• Coordinate moves and studio clean-ups with office services
• Back-up receptionist and other Studio Coordinators
• Work with marketing on qualifications packages and RFPs, as needed
• Coordinate seating for new hires in studio
Gensler offers professional growth and financial opportunities that are unique, along with a comprehensive benefits package. If you would like to find out more about this opportunity, please apply online.
Requirements
Requirements:
• Bachelors degree or equivalent
• Fluent in written and verbal English essential, Arabic an advantage
• Proficient in MS Office (Word, Excel, Outlook), knowledge of InDesign a plus
• Must be self-motivated and capable of working under tight deadlines
• Extreme attention to detail and the ability to multi-task and prioritize required
• Excellent written and verbal communications skills
• Experience handling sensitive material with discretion and confidentiality
About the Company
Gensler is widely recognized as the world's leading collaborative design firm, not just the largest. The ability to work together as an integrated team is part of our DNA, and we've embraced it at every level, from our Co-CEOs to our studios and project teams.
The focus of Gensler leadership is on serving our clients effectively wherever they need our services. Our one-firm firm ethos saves time, cuts costs and delivers innovation. We offer the design industry's deepest bench of expertise, matched with experience gained by working with our clients across the global economy. We bring that broad knowledge to bear on every project and location where we work.