The Studio & Project Coordinator supports the day-to-day administrative and organizational needs of both our projects and our studio. You will work closely with the founders to coordinate schedules, organize information, communicate with vendors, and ensure that projects continue moving forward behind the scenes. Responsibilities are listed below - Project Coordination -Schedule client meetings, contractor meetings, and site visits -Prepare meeting agendas -Attend meetings (virtual or in person as needed) and distribute meeting notes -Track action items and follow up on outstanding tasks -Maintain project schedules and milestone calendars -Coordinate consultant and vendor meetings -Prepare weekly client update emails -Organize digital project files and documentation -Keep project information current within Programa Procurement Support -Prepare, confirm and send invoices -Track furniture, lighting, and finish orders -Monitor lead times and shipping schedules -Coordinate deliveries with vendors and receiving warehouses -Follow up on outstanding orders -Maintain procurement logs within Programa Studio Administration -Manage calendars and scheduling -Organize internal documentation and project templates -Help maintain Notion as our internal operations hub -Assist with studio systems and workflow improvements -Coordinate sample returns and material library organization -Support general administrative tasks as needed Communication -Draft professional emails for review -Coordinate with contractors, vendors, consultants, and clients -Follow up on outstanding requests -Help ensure projects continue moving forward between meetings
