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 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 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
- 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 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.
