Studio & Projects Coordinator

THE PURPOSE:

To oversee and support daily studio operations, ensuring efficient workflow management, project tracking, effective communication and technical coordination to deliver high-quality results consistently. 

KEY RESPONSIBILITIES:

Studio Operations & Workflow Optimization

·      Observe and refine studio workflows, ensuring efficiency and seamless collaboration.

·      Identify areas for improvement and implement solutions to enhance studio operations.

Communication, Coordination & Project Support

·       Serve as the main contact for internal teams and clients, ensuring clear and professional communication; and can represent the company if neither of the partners are available.

·       Handle client follow-ups and coordinate meetings, adapting communication to each client’s preferences.

·       Facilitate internal team updates, keeping everyone aligned on project timelines, deliverables, and priorities.

·       Monitor and update project management tools to track progress and ensure timely completion of tasks.

·       Assist in preparing meeting minutes, client proposals, and other project-related documentation.

Scheduling & Calendar Management

·       Maintain and coordinate staff schedules, studio meetings, and key project deadlines.

·       Ensure all appointments are organized and aligned with team priorities.

Financial & Administrative Support

·       Track project-related expenses and billbacks, ensuring accurate documentation.

·       Assist with financial workflows in coordination with the accounting team.

Studio Upkeep & Inventory Management

·       Maintain a clean, organized, and an inspiring studio environment.

·       Oversee inventory of essential supplies and ensure timely replenishment.

Team Onboarding & Software Support

·       Assist with onboarding new team members and providing access to necessary tools and software.

·       Support team members in using studio systems and workflows efficiently.

Confidentiality & Protocol Management

·      Maintain strict confidentiality regarding project information, client details, and internal operations.

·      Follow proper protocol when interacting with clients, partners, and high-level stakeholders.

THE REQUIREMENTS:

1)      Experience in studio operations, project management, architectural or engineering disciplines with similar or related administrative and coordination roles.

2)      Proficient in Google Suite (Docs, Sheets, Calendar), and quick in learning new tools.

3)      Highly organized, detail-oriented, and able to handle multiple responsibilities and priorities in a fast-paced environment with tight deadlines.

4)      Professional interpersonal, communication and social skills, with the ability to interact clearly and diplomatically.

5)      Independent, proactive and execution-focused.

6)      Strict level of confidentiality.

7)      Creative/Production background is a plus.

8)      Basic financial tracking and invoicing knowledge is a plus.

Applications close on Sunday, 28 December 2025.