Office Coordinator

Your Role

Located in the heart of San Jose, California, Gensler’s Silicon Valley office works at the intersection of technology, innovation, and design. As one of the firm’s most active offices in the Innovation Economy, this team designs for some of the world’s most influential companies, shaping workplaces and environments that drive performance, culture, and brand.

As an Office Coordinator, you would provide administrative support and operational coordination to a team of industry-leading designers and architects, helping bring design visions to life. At our office size, our Office Coordinator is a Coordinator, who is at the heart of our office and project activities, serving as ambassadors for their teams, a trusted liaison between directors and principals, and the organizational nucleus that helps keep projects and studios moving forward.

Above all, we are looking for someone who shows up with energy. This role is highly visible, touches every person in the studio, and sets the tone for how our office feels to the people who work and visit here. The right person has a natural hospitality instinct, a genuinely positive presence, and a can-do attitude that treats every request as an opportunity to make someone's day a little easier.

What You Will Do

As an Office Coordinator, you will play a central role in supporting studio & office leadership and ensuring the smooth day-to-day operations of projects and teams. This position blends administrative excellence, operational coordination, client-facing support, and hands-on office stewardship within a fast-paced design environment.

• Provide comprehensive administrative support to Studio Directors and Principals, including calendar management, meeting coordination, travel arrangements, expense reporting, and professional correspondence.
• Partner with the Studio Director to support studio operations, including tracking financials and PTO, organizing studio meetings and materials such as decks, supplies, and catering, etc.  
• Serve as a key communication hub, managing daily interactions with internal teams, clients, consultants, vendors, and business partners.
• Deliver a consistently high level of service and professionalism while acting as a welcoming and responsive point of contact for staff, clients, and guests.
• Manage front desk and reception operations as the primary point of contact for all visitors, guests, mail, receiving deliveries, shipments, and incoming calls. Greet and direct all visitors professionally, maintain the visitor log, and ensure the reception area always reflects Gensler’s standards.
• Coordinate meetings and conference room logistics, including scheduling, setup/clean-up.
• New hire interview coordination and onboarding.

Studio & Culture Support

• Contribute to studio culture through coordination of retreats, outings, milestone celebrations, and team events.
• Support office-wide initiatives and events, including planning, setup, and production as needed. Take end-to-end ownership of recurring in-office programming such as lunch and learns, and design reviews: room setup, A/V, catering coordination, and post-event cleanup.
• Coordinate and communicate with vendors to resolve issues such as light bulb replacement, supply replenishment, and minor touch-ups; serve as the primary liaison with building management for maintenance issues, access, and safety procedures.
• Manage pantry and kitchen operations: monitor and replenish inventory, maintain cleanliness throughout the day, place supply orders, and ensure the reception and pantry areas are stocked, tidy, and client-ready at all times.
• Provide cross-team support, including coverage for other SJ Executive Assistants, coordinators and team zone management when required.

Your Qualifications

We are seeking an exceptional professional with strong administrative and operational skillsets who thrives in a dynamic, design-driven environment:

• 5+ years of experience in an administrative capacity preferably in the AEC industry
• Advanced proficiency in Microsoft Office Suite; experience with Adobe Creative Suite, particularly InDesign, is highly desirable
• Demonstrated expertise managing multiple complex Outlook calendars for senior leadership
• Familiarity with Concur, Coupa, SharePoint is a plus
• Proven ability to coordinate multi-leg, high-touch travel and expense management
• Exceptional attention to detail, organizational excellence, and technical competencies
• Highly adaptable and proactive: able to set priorities, take ownership of tasks, and deliver results with initiative and follow-through
• Experienced in managing multiple projects or assignments simultaneously in a fast-pace