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Studio Operations Coordinator

2 months ago

lincolnwood, United States Luci Creative Full time

The Studio Operations Coordinator at Luci Creative is a versatile hybrid role that supports both the studio and the operations team. This position involves providing essential administrative assistance, developing and maintaining reporting capabilities, and managing resources to ensure smooth operations. The ideal candidate will possess exceptional organizational skills and excel in delivering comprehensive administrative support while enhancing communication and reporting systems related to resource management for the studio.


Primary Responsibilities:


Luci Creative is seeking a Studio Operations Coordinator to work with the firm’s leadership and project managers to ensure that projects are adequately planned and staffed. This work necessitates a detailed understanding of project needs across the studio and staff capacity, in addition to resource planning and assigning staff to projects. The role will work with and support our team of multidisciplinary staff and offers a dynamic working environment interacting with creative talent from around the world.


Operations Responsibilities:


  • Primary point of contact for all project managers, department and project leaders with regards to resourcing and staffing needs for projects
  • Plans and allocates resources for projects and assigns staff to projects in accordance with their skills, abilities, prior project experience and availability
  • Coordinates resourcing across the studio to ensure optimal staff utilization
  • Maintains an overall understanding of where staff are working and scopes for all projects
  • Manages conflicts in resourcing
  • Maintains an understanding of staff skills and abilities; ensures said skills are up to date in the project management software (Deltek Vantagepoint)
  • Advises Department Leads when skills training is needed
  • Works closely with a wider staffing team to ensure good communication
  • Monitors staff over-and underbooking and raises alerts accordingly
  • Point person for staff to come to when they are feeling overloaded; formulates solutions and reports to staffing team
  • Alerts staffing team and HR when studio capacity is reached and hiring is needed
  • Supports hiring and onboarding processes by connecting new staff to their project teams
  • Initiates process development and seeks ways to improve processes
  • Reports weekly activity and needs to staffing team
  • Performs other duties as assigned

Studio Administration Responsibilities:


  • Provide general administrative support to the entire Luci team
  • Manages the “office credit card” for overhead supplies, shipping, and subscriptions 
  • Prepare rooms for guests and host for client meetings – welcome them, offer drinks, etc. 
  • Maintain office printers by keeping ink stocked and processing monthly service contract paperwork
  • Maintain Luci software subscriptions and accounts, including who has them, what the re-subscription cycle is, holding admin seat and login info, etc. 
  • Support ongoing management of file storage, organization, and archiving, both on internal server and cloud-based Google Drive
  • Support role in studio operations meetings, assisting in developing agendas and preparing documentation as needed
  • Support new employee onboarding and set-up process, ensuring all hardware, software, furniture, and other tools are in-place. This includes setting-up logins and technical training on platforms used by the Luci team
  • Operate as the key point of contact between Luci and the building facilities team
  • Support the COO and Director of Operations in studio initiatives to help provide a comfortable and welcoming space for the whole team


Requirements 

  • Degree in Project Management, Architecture, Interior Design, Exhibit Design, Business Management, or related fields
  • 2-3 years of professional experience in a creative or design related discipline
  • Demonstrated knowledge of how projects are structured in design fields
  • Ability to work both independently and as part of a team
  • Excellent oral and written communication skills
  • Exceptional communication and interpersonal skills
  • Strong organizational, multi-tasking, and time-management skills
  • Proactive approach to time and task management
  • Strong attention to detail
  • High level of diplomacy and sensitivity; ability to negotiate
  • Knowledge of  Microsoft Office Suite and Google Workspace
  • Knowledge of Smartsheet, Gantt Charts, or other project planning  and data visualization tools a plus
  • Onsite required in-office 5 days a week (on an as needed basis)

Qualifications:

  • Business Acumen
  • Emotional intelligence
  • Communication at across all levels
  • Story telling
  • Quantitative skills
  • Priority focused and solutions based

About Luci Creative:


We are a world-class museum design firm that ignites discovery, connection, and change.


Luci Creative is a women-owned, full-service design studio empowering organizations to realize their goals through dynamic experiences and exhibits. We believe powerful stories drive the human experience. Our need to create meets a restless curiosity-realized in a knack for telling stories in new ways. We design and build unique spaces of all scales, bringing together the best expert partners to realize the project and manage every step of the way. Luci’s team of designers tailor a collaborative approach to every project, generating fresh experiences that feel engaging, meaningful, and memorable. You have a story - we make it real.


Equal Opportunity Employer. We actively encourage and welcome applicants from diverse backgrounds with a range of professional and educational experiences