Front Desk Concierge / Administrative Assistant

Your Role

This person will be the first point of contact for our clients, vendors, and staff. The person represents Gensler values and professionalism and demonstrates our high level of client service. The ideal candidate is passionate about communication and service and thrives in an energetic team environment.  This position will support a busy and thriving office by maintaining aesthetic appearance, cleanliness, and function of a high-end office environment. The ideal candidate is passionate about communication and service and thrives in an energetic team environment. 

What You Will Do

• Meet and greet staff, clients and visitors and ensure they are directed to the appropriate meeting place when applicable

• Handle incoming calls (screen calls, forward calls, take/distribute messages)

• Manage all office mail (USPS) and packages (courier, FedEx, and UPS)

• Assist with office printing and storage needs (Supporting presentations, organizing project materials, etc.)

• Manage all office mail (USPS) and packages, courier, FedEx, UPS

• Provide Studio Coordinator support coverage including but not limited to assisting Studio Directors and Principals with all administrative needs, organizing studio meetings, staffing, timecard collection, PTO tracking, financial tracking, PDP coordination, and proposal/presentation preparation when needed.

• Responsible for helping keep office areas such as reception, common areas, and pantries in a clean and orderly condition

• Maintain readiness of conference rooms in reception area and office

• Manage visitor coordination (enter visitors into building log, provide directions when necessary)

• Assist other administrative staff with set-up and take-down of meetings

• Assist with office facilities and maintenance requests

• Manage other responsibilities assigned

Your Qualifications​

• Minimum of 3 years of direct experience working as an office assistant or administrative assistant

• Ability to multitask is essential

• Collaborative and team oriented

• Approachable personality with excellent communication skills including ability to verbally share/present information

• Experience working directly with senior staff

• Strong organizational skills to coordinate and manage multiple deadlines

• Ability to work with diverse teams in a fast-paced work environment

• Proficient in Microsoft Outlook, Word, Excel, Bluebeam preferred

• Ability to step in to assist beyond general responsibilities

• Ability to take initiative and be proactive

• Ability to work 8:30 a.m. to 5:30 p.m. and additional hours as necessary

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions 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, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

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.