Studio Operations Coordinator

Position Summary

As Studio Operations Coordinator, this role would coordinate operational workflows, vendor management, office logistics, regional safety coordination, and other operational support. This role combines administrative oversight, facilities coordination, and project related support responsibilities under one unified title. This role requires excellent time management, communication skills, and troubleshooting, as workflows vary based on project and studio needs daily. The ability to work independently to successfully complete tasks in an efficient manner is key. This role requires full-time presence in the office, with occasional work from home days as approved.

Core Responsibilities

Office & Facilities Oversight

• Manage all office supply and kitchen inventory, ensuring timely restocking and neat organization.
  


• Coordinate office cleanings (with third party vendor), while maintaining office tidiness throughout the week.


• Act as point of contact for the landlord, handling maintenance and building matters (e.g., exterminator, repairs). 


• Coordinating requests and tasks with supervisor and NY office, as needed.


• Manage office security system and monitor security provider needs. Acting as point of contact for security and emergency services.
  


• Coordinate maintenance and invoicing for company equipment and vehicles (e.g., Van, forklift).


• Process and distribute incoming mail and packages


• Organize team-building initiatives and internal regional celebrations (e.g., holiday parties, business lunches).

Studio – Project Support

• Material ordering for studio/projects, in coordination with internal teams, to ensure order accuracy. Tracking purchase receipts and filing expenses.


• Packing and shipping project orders/supplies. Coordination with vendors or custom project shipping when needed.


• Demobilization of materials in studio, ensuring equipment is inspected and adequately stored.


• Deliver and pick up artwork, tools, and materials from job sites, clients, and vendors, as needed - company vehicle provided.


• Track and maintain material lists for project based storage space rentals company-wide to support Finance PE-PM-Conservation teams.


• Track and file security badging forms for PE-PM-Conservation teams.

Administrative Support

• Coordinate with internal/external IT teams to handle equipment needs, and troubleshoot issues with printer, internet, and service outages.


• Maintain efficient communication and service coordination with Comcast, Verizon, and other key vendors.


• Assist HR with onboarding process for regional new hires. (I-9s, security credentials, etc.)


• Coordinate with HR to ensure staff are trained and can help troubleshoot systems such as expense reports, time sheets, and other company policy reviews.


• Provide team administrative support and serve as a resource new and existing employees.


• Assist with regional team hiring including new candidate tracking and preliminary outreach.

Safety Coordination

• Handle safety training bookings and scheduling for regional staff, in coordination with NY main office (e.g., Concentra voucher creation respirator fits, lead testing, lift certification).


• Track safety training sessions and certification renewals.


• Maintain and distribute PPE assets in coordination with NY Office.
  


• Maintain safety folders and equipment (first aid kits, eye wash stations, fire extinguishers).


• Coordinate solvent & chemical disposals.
  

Qualifications & Requirements

• 3-5 years of experience in construction, office management, warehouse coordination, or adjacent field.


• Strong communication skills with the ability to coordinate cross-departmentally.


• Reliable and flexible team player that can pivot quickly when needed.


• Initiative-taking approach with strong problem-solving instincts.


• Excellent time management, follow-through and documentation skills.


• Ability to manage multiple vendor/staff relationships and administrative logistics.


• Experience using Google Suite, Microsoft Office, and PDF programs.


• Must be comfortable in active construction environments, including scaffolding and ladders when applicable. Compliance with safety protocols and PPE use is mandatory.


• Fork-lift experience preferred, training will be provided as required.


• OSHA 30, Scaffold/Fall awareness, and First Aid required. Training will be provided as needed.


• Valid US driver’s license; must pass internal review to be cleared for driving company vehicles.
  


• Must be authorized to work in the United States.

Benefit Highlights

• Medical, Dental & Vision plans


• 401k & Roth Retirement plans with Company Match


• Employee Stock Ownership Plan (ESOP)


• Long Term Disability, AD&D & Basic Life Insurance


• Paid Time Off & Paid Holidays

Why Join EverGreene?

• Work on landmark projects and iconic buildings nationwide


• Join a mission-driven, employee-owned company where your contributions matter


• Grow your career in a collaborative culture that values craftsmanship, quality, and innovation


• Help shape a lasting legacy of artistic excellence and technical mastery

EverGreene is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

***NO RECRUITERS***

Please note that EverGreene Architectural Arts does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, EverGreene will not consider or agree to payment of any referral compensation or recruiter fee.