The Studio Administrative Coordinator ensures the efficient management of the studio’s administrative and logistical operations. They support the communications team and management by organizing daily activities, coordinating resources, planning internal events, and ensuring compliance with internal processes.

This person must foster positive relationships and promote a sense of community within the studio. Overall, the Studio Coordinator plays a crucial role in creating a welcoming and well-organized work environment while encouraging employee engagement and belonging.

Main Responsibilities:

• Share important information or announcements related to studio life (intranet, Mattermost, posters, etc.).
• Actively collaborate with the communications team to distribute internal messages, update channels (Intranet), and promote studio initiatives.
• Supervise and be responsible for the daily tasks performed by the receptionist.
• Ensure presence at reception on days without a receptionist to maintain professional service and continuity.
• Welcome and onboard new employees: prepare workspaces, distribute arrival materials (access cards, welcome gift, coffee card), give studio tours, and assist with their first day.
• Respond to employee inquiries and act as the formal point of contact for administrative needs.
• Assist studio management with various projects: document preparation, task coordination, timeline tracking.
• Maintain tracking reports on ongoing activities: projects, events, maintenance, etc.
• Oversee daily office activities: general atmosphere, supplies, organization of common areas (decorations).
• Plan, organize, and coordinate various internal and external events (team activities, project launches, social events, internal training sessions).
• Book spaces; purchase equipment, supplies, and/or meals, etc.
• Welcome external participants for internal activities: speakers, trainers, partners, and ensure smooth integration during events.
• Actively participate in studio life by collaborating with various committees (social, holiday, wellness, diversity, etc.).
• Ensure compliance and implementation of health and safety policies in the office (update first aid list, emergency procedures, maintain first aid kits and emergency supplies).
• Manage the emergency evacuation process: update evacuation plans and procedures, train employees, coordinate drills, and handle real situations.
• Oversee maintenance follow-ups for facilities and equipment: schedule interventions, follow up with vendors, and ensure service quality.
• Manage employee discounts: main point of contact for vendors and partners, negotiate new discounts, update and maintain the employee discount list.
• Act as a liaison between management and external partners.