Studio Coordinator - Chicago - Hoerr Schaudt Landscape Architects

Job Summary:

We are seeking a highly organized and proactive Studio Coordinator to oversee the daily operations, and support HR projects, for our Chicago office, which is home to a dynamic team of 60 staff members. The Studio Coordinator will be responsible for ensuring the office runs smoothly, coordinating administrative tasks, managing office supplies, and providing support for both staff and leadership. As support to the Director of HR, this role will assist with coordination around recruiting, hiring and onboarding and support the maintenance of employee policies and firmwide initiatives. As a member of the firmwide administrative team, this role’s impact extends beyond the Chicago studio.

This is a key role in fostering a productive, efficient, and positive office environment.

This role is perfect for an individual who thrives in a fast-paced environment, enjoys problem-solving, and wants to make a meaningful impact on the daily operations and culture of a growing office.

Key Responsibilities:

Office Operations & Facility Management:

• Oversee the day-to-day operations of the office, ensuring a clean, organized, and efficient workspace.
• Answer phones, greet all guests and staff, manage deliveries, support client visits.
• Coordinate office maintenance, repairs, and improvements, liaising with firm partners/building owners and service providers.
• Manage office supplies inventory, ordering necessary items and always ensuring availability.
• Ensure office equipment is in good working order and coordinate maintenance, or repairs as needed.
• Chicago office IT liaison with our outside IT consultant

Administrative Support:

• Provide administrative support to staff and leadership.
• Provide additional support for the President and Founding Partner
• Coordinate and oversee office events, including yearly firmwide two-day meetings that include all staff across the country coming to Chicago.
• Liaison with the company’s travel consultant and online travel company - Travel Perk. Support staff travel arrangements.

Human Resource (HR) Support:

• Provide administrative support to the Director of HR (also manager)
• Assist with onboarding new hires by managing office space, equipment, and providing orientation on office policies.
• Provide support with the maintenance of HR-related employee policies and employee records.
• Liaison with Director of HR and hiring staff on recruiting and outreach efforts for full-time hires and internships.

Employee Relations & Well-being

• Act as a point of contact for staff for general office inquiries and issues.
• Manage employee amenities (snacks, kitchen supplies, etc.) and create a comfortable work environment.
• Assist with workplace safety protocols, including compliance with health and safety regulations.

Budget Management:

• Track office expenditures and assist with budgeting for office operations, supplies, and services.
• Prepare cost reports and provide recommendations for cost-saving measures related to office operations.

Communication & Coordination:

• Serve as the liaison between office staff and leadership, ensuring effective communication and resolving any operational challenges.
• Coordinate with external vendors, contractors, and service providers to ensure services are delivered in a timely manner.
• Manage the sharing of firmwide information (news, policies etc.) on Sharepoint – create posts and updates weekly, quarterly and as needed.

Qualifications:

Education: Bachelor’s degree or equivalent experience in office administration, business management, or a related field.

Experience: Minimum of 5 years of experience in an office management or administrative support role, preferably in a corporate setting with 50+ employees.

Skills & Abilities:

• Exceptional organizational and multitasking skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Sharepoint and Adobe Suite
• Experience managing office budgets and supplies inventory.
• Ability to work independently and as part of a team.
• Strong problem-solving and conflict-resolution skills.
• Experience in resolving common IT issues.
• Ability to create and implement clear structures and processes.
• Strong follow-through skills and close attention to detail
• Ability to take pulse of the office and anticipate the needs of the team.
• Ability to operate well under pressure.

Additional Information:

• Work Environment: Office-based position, not remote, Monday through Friday 8:30-5:30 with an hour for lunch/breaks.
• Benefits: Health benefits, paid time off, 401(k), to/from office commute paid, or parking provided, and opportunities for career growth within a dynamic and expanding company.
• Salary: Offer will be based on experience, skills and background in similar positions.

How to Apply:

Please submit your resume and a cover letter outlining your relevant experience to Meg Graham, Director of HR, mgraham@hoerrschaudt.com.