Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Medical insurance
Dental Insurance
Vision Insurance
Disability insurance
wellness programs
401k plan
Profit sharing
employee stock ownership
Paid holidays
Paid Time Off
Tuition Reimbursement
Job Description
Gensler is a global design and architecture firm committed to creating innovative, sustainable, and inspiring environments across various sectors. Established with a legacy of excellence, Gensler is known for its collaborative culture and impressive portfolio that spans corporate, hospitality, retail, and urban design projects. The Miami office is ideally situated in the vibrant Wynwood Arts District, a creative hub that reflects the firm’s passion for culture, innovation, and design. Gensler’s workplace culture emphasizes creativity, inclusivity, and professional growth, offering employees abundant opportunities to collaborate with talented professionals and contribute to industry-leading projects. This established and respected company fosters a dynamic... Show More
Job Requirements
- 3+ years of experience in an administrative capacity
- Customer service or front desk reception experience in an office environment
- Proficiency in Microsoft Office including managing multiple calendars in Outlook
- Ability to book complex travel arrangements
- Basic knowledge of Adobe Suite (InDesign) and Miro preferred
- Familiarity with CRM software such as Salesforce preferred
- Strong attention to detail and organizational skills
- Ability to prioritize multiple tasks and take initiative
- Excellent communication and interpersonal skills
- Professional demeanor and ability to maintain composure in busy environments
- Ability to work standard business hours Monday through Friday
- Willingness to learn and proactively engage with business operations
Job Qualifications
- 3+ years of experience in an administrative capacity
- Customer service, concierge, or front desk reception experience in an office environment
- Microsoft Office proficiency including experience managing multiple calendars in Outlook
- Proficient in booking complex travel
- Basic aptitude with Adobe Suite (InDesign) and Miro are preferred
- Familiarity with Salesforce is a plus
- Proven attention to detail, with excellent organizational and technical skills
- Ability to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
- Established success prioritizing multiple tasks/projects simultaneously
- Excellent communication and relationship management skills
- Ability to interact professionally with individuals at all levels
- Proactive by nature and curious to learn more about the business
- Ability to maintain composure in hectic situations with a positive and solution-oriented attitude
- Ability to work regular business hours (8:30 am - 5:30 pm) Monday through Friday
- Encouraged to have a LinkedIn public profile complete with current/past work information
- CDFA (Certified Design Firm Administrator) certification is a plus
Job Duties
- Greet clients, vendors, and all visitors in a professional and courteous manner and notify appropriate staff upon arrival
- Manage the front office, reception area, break area, conference rooms, and kitchen
- Answer and direct incoming telephone calls
- Collect mail, distribute, and coordinate deliveries
- Maintain neatness in conference rooms, reception desk, break area, and kitchen including loading/unloading dishwasher and stocking refrigerator
- Maintain office calendar events and video equipment calendar so they are up-to-date
- Manage conference room scheduling
- Manage client contact information for Client Resource Management system for key office and studio leaders
- Notify teammates of upcoming events such as studio meetings, all staff meetings, client meetings, off-site storage pickups, PTO, director absences
- Prepare meeting notes, letters, memos, work authorizations, transmittals, budgets, specifications, project directories, punch lists, and other documents as needed
- Manage learning platform data for staff along with CEU and professional licensure information
- Assist with organizing and maintaining project filing with accounting department
- Assist with event planning and coordination
- Provide general information and assistance to visitors
- Assist studio leaders with targeted calendar management, booking travel, managing expenses, tracking of professional credentials
- Own and manage studio-wide meetings, create and maintain schedule, work with studio leadership to develop agenda, manage action and follow up items, secure space and refreshments
- Assist leadership with management of staffing for the studio
- Work with human resources teammates on talent-related initiatives such as professional development program process monitoring and tracking, onboarding monitoring and tracking, new hire set up
- Manage studio PTO calendar
- Manage studio calendar and schedule meetings
- Coordinate with vendors and sales reps on product presentations, re-stocking samples, displaying samples
- Assist project teams in making sample requests to vendors and manufacturers
- Maintain and update the library catalog
- Conduct regular inventory checks and ensure sample availability
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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