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Studio Operations Specialist

2 months ago

Lincolnwood, Illinois, United States Luci Creative Full time

The Studio Operations Specialist at Luci Creative plays a crucial role in supporting both the studio and operations teams. This position encompasses vital administrative support, the development and maintenance of reporting systems, and resource management to facilitate seamless operations. The ideal candidate will demonstrate outstanding organizational capabilities and excel in providing comprehensive administrative assistance while improving communication and reporting systems related to resource management for the studio.

Key Responsibilities:

Luci Creative is in search of a Creative Studio Coordinator to collaborate with the firm's leadership and project managers to ensure effective project planning and staffing. This role requires a thorough understanding of project requirements across the studio and staff capacity, along with resource allocation and staff assignment to projects. The position involves working with and supporting a diverse team of professionals, offering a dynamic environment that engages with creative talent globally.

Operational Duties:

  • Act as the primary liaison for all project managers and department leaders regarding resource and staffing requirements for projects.
  • Plan and allocate resources for projects, assigning staff based on their skills, experience, and availability.
  • Coordinate resource allocation across the studio to maximize staff utilization.
  • Maintain a comprehensive understanding of staff assignments and project scopes.
  • Manage resource conflicts effectively.
  • Keep track of staff skills and ensure they are updated in the project management software.
  • Advise department leaders on necessary skills training.
  • Collaborate closely with the staffing team to ensure effective communication.
  • Monitor staff booking levels and raise alerts as needed.
  • Serve as a point of contact for staff experiencing workload challenges; develop solutions and communicate with the staffing team.
  • Notify the staffing team and HR when studio capacity is reached and hiring is necessary.
  • Assist in hiring and onboarding processes by connecting new staff with their project teams.
  • Initiate process improvements and seek ways to enhance operational efficiency.
  • Report weekly activities and needs to the staffing team.
  • Perform additional duties as assigned.

Administrative Responsibilities:

  • Provide general administrative support to the entire Luci team.
  • Manage the office credit card for supplies, shipping, and subscriptions.
  • Prepare meeting rooms for guests and host client meetings, ensuring a welcoming environment.
  • Maintain office printers by managing supplies and service contracts.
  • Oversee Luci software subscriptions and accounts, ensuring proper management and access.
  • Support the organization and archiving of files on internal servers and cloud storage.
  • Assist in studio operations meetings by developing agendas and preparing necessary documentation.
  • Facilitate new employee onboarding, ensuring all tools and resources are in place.
  • Act as the primary contact between Luci and building facilities management.
  • Support the COO and Director of Operations in initiatives aimed at creating a comfortable workspace for the team.

Qualifications:

  • Degree in Project Management, Architecture, Interior Design, Business Management, or related fields.
  • 2-3 years of professional experience in a creative or design-related discipline.
  • Understanding of project structures in design fields.
  • Able to work independently and collaboratively.
  • Excellent verbal and written communication skills.
  • Strong organizational, multitasking, and time-management abilities.
  • Proactive approach to managing tasks and time.
  • High attention to detail.
  • Ability to negotiate with a high level of diplomacy.
  • Familiarity with Microsoft Office Suite and Google Workspace.
  • Knowledge of project planning tools is a plus.
  • Onsite presence required five days a week as needed.

About Luci Creative:

Luci Creative is a premier museum design firm dedicated to fostering discovery, connection, and transformation. As a women-owned, full-service design studio, we empower organizations to achieve their objectives through innovative experiences and exhibits. We believe that compelling narratives drive the human experience, and our creative approach is fueled by a passion for storytelling. Our team of designers collaborates closely on every project, crafting unique spaces that are engaging, meaningful, and memorable.

We are an Equal Opportunity Employer and actively encourage applicants from diverse backgrounds with a variety of professional and educational experiences.