Studio Operations Coordinator

As Studio Operations Coordinator, this role coordinates operational workflows, vendor management, office logistics, regional safety coordination, and other operational support. It combines administrative oversight, facilities coordination, and project-related support responsibilities. Excellent time management, communication skills, and troubleshooting are required, as workflows vary daily based on project and studio needs. The ability to work independently and efficiently is key. This role requires full-time presence in the office, with occasional work-from-home days as approved.

Responsibilities

• Office & Facilities Oversight
  • Manage all office supply and kitchen inventory, ensuring timely restocking and neat organization.
  • Coordinate office cleanings with a third-party vendor and maintain office tidiness throughout the week.
  • Act as point of contact for the landlord, handling maintenance and building matters (e.g., exterminator, repairs).
  • Coordinate requests and tasks with supervisor and NY office as needed.
  • Manage office security system and monitor security provider needs; act 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.
  • Track purchase receipts and file expenses.
  • Pack and ship project orders/supplies; coordinate with vendors or custom project shipping when needed.
  • Demobilize materials in the 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, and Conservation teams.
  • Track and file security badging forms for PE, PM, and Conservation teams.
• Administrative Support
  • Coordinate with internal/external IT teams to handle equipment needs and troubleshoot issues with printers, internet, and service outages.
  • Maintain efficient communication and service coordination with Comcast, Verizon, and other key vendors.
  • Assist HR with the onboarding process for regional new hires (I-9s, security credentials, etc.).
  • Coordinate with HR to ensure staff are trained and can troubleshoot systems such as expense reports, time sheets, and company policy reviews.
  • Provide team administrative support and serve as a resource for 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 the 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 the NY office.
  • Maintain safety folders and equipment (first aid kits, eye wash stations, fire extinguishers).
  • Coordinate solvent and chemical disposals.

Requirements

• 3-5 years of experience in construction, office management, warehouse coordination, or an adjacent field.
• Strong communication skills with the ability to coordinate cross-departmentally.
• Reliable and flexible team player who 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.
• Comfortable in active construction environments, including scaffolding and ladders when applicable; compliance with safety protocols and PPE use is mandatory.
• Forklift experience preferred; training will be provided as required.
• OSHA 30, Scaffold/Fall awareness, and First Aid certification 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.

Benefits

• Medical, Dental, and Vision plans
• 401k and Roth Retirement plans with Company Match
• Employee Stock Ownership Plan (ESOP)
• Long Term Disability, AD&D, and Basic Life Insurance
• Paid Time Off and 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.