Studio Coordinator

• Help to manage the overall office calendar– Scheduling Meetings, managing the scheduling of any outside parties coming into the office, etc.
• Managing office/kitchen/bathroom/cleaning storage supplies – source, order and replenishment. Weekly walkthrough, report of supplies, and maintaining approvals as it relates to office budgets.
• Support in planning all office lunches, outings and special trips or events for the staff.
• Sending Friday reports to Operations Director with updates on pending tasks across multiple categories:
• Assistance with staff meeting preparation, which entails updating the meeting agendas, help setting up meeting rooms with necessary tools and IT capabilities, and assembly of materials for off-site meetings.
• Help maintain cleanliness and organization of Principal office spaces
• Package/delivery distribution and management in a timely manner. Tracking all packages for the principals.
• Assist Operations Director with any personal tasks and projects for the Principals.
• Amex Tracking – When the files are sent from AP Department, complete within 3 days and send to Operations Director to review.
• Assist Operations Director with preparation for Principals’ meetings. (When OD is absent, this is your responsibility).
• Weekly assistance with project-related samples for Principal review from RW or GUILD, etc.
• Prioritizing all principals requests with urgency within the same day or within a clear project deadline
• Manage the storage and archival organization quarterly and coordinate with staff on inactive project materials. This includes organization and management of office project flat files and materials library.
• Assist Operations Director with all calls, packages, and outgoing items for both Principals in
• Assist with Roman and Williams press requests on an as needed basis, as directed by Communications. This would include gathering or managing the use of RW collateral, such as firm and brand documents, project images, and/or information required to submit for press.
• Printer and plotter maintenance and follow up with vendors for repairs and supplies needed.
• Managing the studio phone: Answering calls, forwarding calls, taking messages or distributing messages accordingly in a timely manner.
• SC: puts in ticket and confirms receipt, schedules technician to come
• Manage package tracker for Principals – keep logs for incomings/outgoings.
• Manage location tracker for Principals – confirm monthly days each month.
• Check studio voicemail/Email daily and distribute messages accordingly.
• Support management of all remote laptops and associated hardware/software needed by the staff for travel and off-site presentations.
• Work with Management and IT Support to ensure all new employees are properly setup and assist with the onboarding process.
• Ad Hoc projects as needed included but not limited to assisting Operations Director with Principals’ personal tasks etc.
• Assist Communication Manager with organizing/updating marketing server files on an as needed basis, which includes filing all press requests and articles, as well as assisting with upkeep and content on the website.
• Studio Opening & Closing tasks (Including: Lights, Shades, Trash & Recycling, etc.)
• Preparation for client meetings as it relates to office cleanliness, client meeting meals and presentations, and operations setup in advance of meetings. Flower arrangements when necessary.
• Restock office supplies in material library and front office closet.
• Coordination and support of all staff-related travel - Domestic and International. This includes all bookings with the travel agent, creating itineraries for the staff, and saving all receipts in designated shared folders.
• OD: oversee and made aware when there’s a printer issue
• Greeting all studio visitors, clients & vendors with a pleasant, professional & hospitable demeanor. Being well presented at all time.
• Manage/Assist staff with all shipping needs and messenger service processes and setup.
• Maintaining a tidy office space – Organizing and maintaining weekly office cleanings with staff’s involvement in keeping the office organized and pristine.
• Staff Birthdays – Discuss any upcoming birthdays with the Ops team, 1 week prior and arrange staff gifts. Notify the Principals of upcoming staff birthdays and check if there are any special messages/gift directions.
• Help to maintain office contact lists and vendor communication.
• Maintaining kitchen area, keeping it neat, clean and orderly (coffee, drinks, stocked supplies, garbage bins etc.).
• Managing the delivery of meeting materials, paperwork and all documentation that need to be delivered to the Principals by set deadlines; properly enveloped & labeled according to set standards

Roman and Williams is seeking a highly organized, professional and proactive Studio Coordinator with luxury or hospitality experience to oversee the day-to-day operations of our SoHo studio. This role requires a dynamic individual who is proactive, a problem solver, self-starter, dedicated to excellence, understands the complex dynamics of managing a studio and partnership with an engaged operations team. This person will understand the importance of building strong partnerships with the RW Studio team, and all vendors that come into the space. This person will excel at ensuring we are maintaining the highest standards in the studio, both visually and operationally, and will go above and beyond to ensure operational excellence within a luxury space.

• Thorough and engaging verbal communication
• Hospitable and professional demeanor
• Time management
• Nimble and eagerness to help with tasks in multiple RW locations related to Operations
• Minimum of 3-5 years of office management or related experience preferred
• Always presentable with professional appearance; business chic/casual chic attire required
• Strategic thinking
• Ability to run errands outside of studio
• Attention to detail
• Previous hospitality experience preferred
• Knowledge of NYC/ City savvy
• Strong communication skills; written and verbal
• Tech savvy: MS Suite, Amazon Work Space, Adobe suite

• Long-term Projects