Job description
We are a global team of dedicated and experienced architects, engineers, planners, designers and technology professionals who share a common desire – to help our clients create livable, sustainable, and advanced urban environments.
IBI Group is now proudly a part of Arcadis. Together, we are committed to improving the quality of life for our clients, people, partners and the communities we all serve.
Locally, Arcadis IBI Group’s Salt Lake City office is composed of a team of driven architecture and planning/landscape professionals, with diverse backgrounds, who specialize in creating and designing large-scale, high-end mountain resort and hospitality projects within the Mountain West region. Located in the heart of downtown, in the iconic Newhouse Building at Exchange Place since 2002, our team thrives on the energy of the city.
We're searching for a dynamic team member to step into the role of Studio Coordinator. The Studio Coordinator contributes to the office’s success by taking ownership of general office duties as well as occasionally assisting with project and design tasks. This individual is highly collaborative and comes with a willingness to approach every project with creativity and a positive attitude. This position supports the Leadership team and office employees through a variety of tasks by ensuring an efficient office organization and contributes to the overall excellence of work being produced by Arcadis IBI Group.
Most of the things you’ll work on:
- Act as an Agent of First Impressions by maintaining polite and professional communication via phone, email, and mail; and provide ‘front desk’ support to employees, guests, and clients
- Contribute to an environment that is efficient, professional, proactive, and team oriented
- Assist and/or carry out administrative duties such as filing, copying, binding, scanning, etc. and provide general office support to the team
- Assist in office scheduling such as “lunch ‘n learns,” monthly staff meetings, etc. and coordinate meeting catering
- Ensure conference rooms are prepared and ready for scheduled Client and Staff meetings, including supplies, refreshments, seating, and electronic resources
- Coordinate with office team, various corporate departments, vendors, and consultants to continuously review and enhance company administration, procedures, and working practices
- Book conference calls, rooms, couriers, travel plans, etc.
- General errands and special requests as needed
- Manage mail and package shipping and receiving
- Monitor, order, and maintain office equipment, supplies, and other consumables
- Handle sensitive information in a confidential manner and maintain strictest confidentiality regarding clients, projects, and employee matters
- Assist in the preparation of regularly scheduled reports, spreadsheets, memos, etc.
- Assist and/or monitor health and safety issues within the office along with facilities and property management
- Maintain all common office spaces, including supply and meeting rooms, to make sure they are clean and clutter-free
- Maintain office kitchen by managing kitchen inventory, ordering and restocking supplies, and light cleaning and dishes on a regular basis
- Assist Project Managers in drafting, finalizing, and executing project proposals using AIA Contract software, DocuSign, and Cosential
- Coordinate new project set-up procedures with Project Accountant and assist in project folder organization to ensure filing system adheres to Arcadis IBI Group’s standards
- Assist in preparation of material finish boards and/or finish boxes for projects
- Assist in maintaining organization of finish library and schedule product meetings with sales representatives
- Assist in setting up/cleaning up project meetings
- Assist with collection, approval, and distribution of consultant and vendor invoices
- Assist in project close-out by “dead filing”, coordinating storage, and file archiving
- Assist Marketing & Business Development (BD) Coordinator and/or Graphic Designer with the preparation of presentations, awards submissions, conference and marketing appearances and materials, etc.
You'll need to have:
- Keen analytic and problem-solving skills that support and enable sound decision making
- Self-starter with strong independent judgement, discretion, and critical thinking
- Ability to work autonomously as well as part of a team while staying focused under pressure
- Excellent listening, written, and verbal communication skills with the ability to build successful relationships at all levels, internally and externally
- Model professional behavior with excellent client service and strong interpersonal skills including patience, flexibility, judgement, discretion, and tact
- Good people skills and the ability to relate well and demonstrate patience and kindness in all interactions with clients, colleagues, and agency leaders
- Personal qualities of integrity, credibility, and a great sense of humor
- Meticulous attention to detail and the ability to master new tasks quickly
- Ability to organize and manage multiple office projects in a fast-paced, performance-oriented environment
- Ability to work in a multi-cultural environment with diverse staff and clientele
- Ability to work outside typical hours on occasion
- Ability to maintain a positive attitude toward assigned responsibilities
Core Competencies
- Task focus: delivers legendary service to our clients and vendors, which meet or exceeding expectations
- Ethics & integrity: adheres to office and corporate values, beliefs, and principles of innovation and excellence in design
- Composure: remains calm, maintains perspective, and responds in a professional manner when faced with tough situations
- Personal learning: takes personal responsibility for the continuous learning of new knowledge, skills, and experiences
- Dealing with ambiguity: able to successfully function during times of uncertainty and changing priorities
- Decision-making: makes keen, timely decisions based on a mixture of analysis, wisdom, experience, and sound judgement
- Interpersonal savvy: builds effective relationships with all people in all levels/roles both internally and externally
- Results oriented: gets results and achieves goals
OUR IDEAL CANDIDATE WOULD COME WITH:
- A good sense of humor and positive outlook
- 2+ years of experience with general office support
- Experience in asset management
- Experience in event planning and coordination
- Possess a valid driver’s license
- Proficiency in Zoom, Microsoft Office products, and Adobe Acrobat with the ability to pick up new programs quickly and independently
- Experience working in an architecture and design firm
- Knowledge of the design industry
- Notary Public certification
Additional Information
WHAT YOU CAN EXPECT FROM US:
- A creative work environment with a collaborative team and an appreciation for a great office culture
- Opportunity for professional stability and skill development
This is an in-office role, located on the 1st floor of 10 Exchange Place of the Historic Exchange Place Newhouse Building on old “Whiskey Street”, the IBI Group collaboration studio is in the heart of downtown Salt Lake City. With proximity to many restaurants, bars, shops and entertainment venues, the office is easily accessible by bike, public transportation or car.
We are minutes away from world class ski resorts and backcountry, unparalleled hiking, biking, rock climbing and a vibrant and growing music and culinary scene. We encourage a high energy, multidisciplinary and collaborative environment inspired by a growing urban economy with access to five national parks and three national monuments within Utah.
As part of Arcadis IBI Group's selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer (as applicable under state law). These could include work references, education and credential confirmation, employment verification and driver’s license record.
We thank all applicants for their interest. However, only those selected for an interview will be contacted. Arcadis IBI Group is proud to be an Equal Opportunity Employer, including disability.
We request applicants submit RESUME highlighting relevant work experience; please limit PDF files to 10MB.
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