Studio Coordinator

The Studio Coordinator has responsibilities in studio facilities coordination, operations support, and reception support. This person is responsible for overseeing and working collaboratively with the Studio Assistant.

* Only candidates with full Australian working rights will be considered for this position *

Roles and Responsibilities
Reception Support

• Provide front-of-house support as required, including answering and redirecting calls when the Studio Assistant is unavailable.
• Welcome visitors and ensure a professional reception experience, notifying staff of arrivals.
• Assist with meeting room setup, basic IT troubleshooting, and resetting rooms post-meetings.
• Manage and monitor meeting room bookings in Outlook, proactively addressing scheduling conflicts.
• Support client meetings through coordination of catering and refreshments.
• Take full ownership of reception duties during periods of leave, including daily setup, presentation standards, and sign-in systems.
• Oversee incoming and outgoing mail, couriers, and general reception-related administration.
• Assist with administrative tasks such as invoice reconciliation, expense tracking, and supplier coordination.

Studio Facilities

• Coordinate day-to-day facilities operations to ensure the studio runs efficiently and is well maintained.
• Liaise with building management and external contractors regarding maintenance and services.
• Schedule and manage routine services such as cleaning, pest control, and equipment compliance checks.
• Oversee maintenance contracts, including pricing reviews and invoice approvals.
• Maintain facilities registers, contractor logs, and compliance documentation.
• Manage access control, including issuing swipes, maintaining registers, and coordinating with security providers.
• Support Work Health & Safety initiatives, including inspections, safety equipment maintenance, and training coordination.
• Coordinate emergency preparedness activities such as evacuation drills and fire warden training.

Operations Support

• Arrange travel and training bookings for employees as required.
• Support internal events and initiatives alongside Executive Assistants.
• Provide administrative support to Practice Management, including onboarding coordination, progress tracking for new starters, and career development processes.
• Assist with general operational tasks and ad hoc requests to support smooth studio functioning.