Projects & Studio Support Coordinator
San Francisco
Full-time

A varied office administration and project support role within a busy, internationally recognized design studio.

You would be joining a Downtown San Francisco based design studio, made up of strategists, designers, and project specialists with a global reputation for enhancing the experience of cities, transit systems, and iconic destinations.

We foster a dynamic and collaborative environment where curiosity, innovation, and rigor are encouraged. This is an excellent opportunity for a highly organized and detail-oriented professional who takes pride in supporting a growing team through meticulous file management, project tracking, financial administration, and reporting, who is also eager to contribute to a creative team united by the goal of delivering impactful design projects.

About the role

The Projects & Studio Support Coordinator is a key member of the San Francisco based team, supporting the coordination and administration of design projects across the West Coast.

The role will be involved in multiple aspects of project mobilization and ongoing project administration, including the development of billing schedules, fee proposals, forecasts and resource plans, as well as supporting the operations of the studio.

You will report day-to-day to the San Francisco Studio Director and work closely with project leads as well as the Operations Team, based in the UK.

This is a full-time position of 37.5 hours per week, Monday through Friday, with core hours of 9:00 a.m. to 5:30 p.m. The role may occasionally require scheduled early-morning meetings due to time-zone differences with our studios in New York and the UK.

Full training and support will be provided across all aspects of the role.

Responsibilities

Projects Support Coordination (projected 75% of responsibilities)

  • Work with the Studio Leadership team to develop and maintain resource plans and project billing schedules - forecast resource requirements for all projects in the context of available personnel and track project financial performance against established budgets, maintaining specific client issued bi-monthly performance trackers

  • Support project mobilization and ongoing project administration including the maintenance of accurate project records, files, and tracking systems

  • Liaise with the Design Team, Studio Leadership, Operations, and other internal stakeholders to provide regular updates and ensure effective communication

  • Support the development of project fee proposals

  • Respond to information requests from clients, partners, and internal stakeholders

Studio Administration (projected 25% of responsibilities)

  • Provide day-to-day studio administration and operational support, including facilities oversight, office supply ordering, and incoming mail management

  • Liaise with landlord(s), maintain awareness of lease terms, track required payments, and initiate support requests as needed

  • Manage software, hardware, and other technology-related needs

  • Support studio emergency preparedness procedures, including identifying and maintaining relevant and current required local, state, and federal office worker compliance notices (labor law and workplace compliance posters)

  • Assist with required business travel arrangements, including local transportation needs

  • Assist with expense reporting and the tracking of travel-related per diem amounts and expenditures

  • Maintain inventory of printing and plotter paper and ink; coordinate maintenance and troubleshooting as needed

  • Coordinate courier dispatches and track deliveries

  • Set up meeting rooms for group and partner meetings, including coordinating catering and other meeting requirements

  • Organize team gatherings, events, and celebrations

  • Assist with research efforts related to industry events, and coordinate studio participation

What we can offer you

  • Salary range of $70,000 to $80,000 commensurate with experience

  • 37.5 hour working week (minimum)

  • 15 days annual leave + 8 U.S. public holidays

  • 1 additional annual leave day for every year to a maximum of 20 days

  • 40 hours of paid sick leave – accrual method in line with California State Law

  • Platinum level health cover

  • 401(k) retirement plan

  • Casual smart dress is business as usual

Please note, for this role we can only consider candidates
who are authorized to work in the U.S.

We are looking for

We are seeking a dedicated and self-motivated professional with 3+ years of experience in project support and coordination, estimating, business administration, or office administration.

We would like to meet candidates that have experience in building and maintaining spreadsheets, financial administration, and resource planning as well as general office administration. In particular, we are keen to meet applicants that have a background in administration within a project environment such as architecture, construction, design, planning or transportation.

Applicant attributes

  • Contributes to a positive work environment

  • Is approachable and supportive of teammates, naturally demonstrating a "duty of care" attitude

  • Communicates clearly and honestly

  • Asks thoughtful questions and seeks better solutions

  • Takes ownership of tasks and accountability for outputs

  • Values excellence and maintains high standards

  • Handles sensitive data with discretion and integrity

  • Is motivated by impactful work

  • Enjoys exploring complex problems

  • Demonstrates adaptability, is open to mastering new software or unique ways of working

Essential skills and competencies

  • Apple macOS

  • Adobe Acrobat

  • Microsoft Office (Outlook, Word, Teams) with advanced Excel capabilities

  • Dropbox

  • Excellent written and verbal communication skills

  • Ability to identify priorities and work to deadlines

Desirable skills and experience

  • Adobe Creative Suite, particularly InDesign

  • Interest in or experience within creative industries

  • Experience in US or international business operations

  • Background in accounting, financial administration, or estimating

To apply

Please email a Cover Letter, Resumé, reference details, current and/or expectations of starting salary/package, and your portfolio to people@cityid.com with ‘Projects & Studio Support Coordinator, San Francisco, (your name)’ as the subject.

Salary will be tailored to reflect your level of experience. Please note, for this role we can only consider candidates who are authorized to work in the U.S.

City ID is an equal opportunity employer and is committed to ensuring all employees and qualified applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other characteristic protected by applicable federal, state, or local laws. If you are interested but unsure if you have what we are looking for please contact us.