Luci Creative
Studio Operations Coordinator
Luci Creative, Lincolnwood, Illinois, United States,
The Studio Operations Coordinator at Luci Creative is a versatile hybrid role that supports both the studio and the operations team. This position involves providing essential administrative assistance, developing and maintaining reporting capabilities, and managing resources to ensure smooth operations. The ideal candidate will possess exceptional organizational skills and excel in delivering comprehensive administrative support while enhancing communication and reporting systems related to resource management for the studio.
Primary Responsibilities:
Luci Creative is seeking a Studio Operations Coordinator to work with the firm’s leadership and project managers to ensure that projects are adequately planned and staffed. This work necessitates a detailed understanding of project needs across the studio and staff capacity, in addition to resource planning and assigning staff to projects. The role will work with and support our team of multidisciplinary staff and offers a dynamic working environment interacting with creative talent from around the world.
Operations Responsibilities:
Primary point of contact for all project managers, department and project leaders with regards to resourcing and staffing needs for projectsPlans and allocates resources for projects and assigns staff to projects in accordance with their skills, abilities, prior project experience and availabilityCoordinates resourcing across the studio to ensure optimal staff utilizationMaintains an overall understanding of where staff are working and scopes for all projectsManages conflicts in resourcingMaintains an understanding of staff skills and abilities; ensures said skills are up to date in the project management software (Deltek Vantagepoint)Advises Department Leads when skills training is neededWorks closely with a wider staffing team to ensure good communicationMonitors staff over-and underbooking and raises alerts accordinglyPoint person for staff to come to when they are feeling overloaded; formulates solutions and reports to staffing teamAlerts staffing team and HR when studio capacity is reached and hiring is neededSupports hiring and onboarding processes by connecting new staff to their project teamsInitiates process development and seeks ways to improve processesReports weekly activity and needs to staffing teamPerforms other duties as assignedStudio Administration Responsibilities:
Provide general administrative support to the entire Luci teamManages the “office credit card” for overhead supplies, shipping, and subscriptionsPrepare rooms for guests and host for client meetings – welcome them, offer drinks, etc.Maintain office printers by keeping ink stocked and processing monthly service contract paperworkMaintain Luci software subscriptions and accounts, including who has them, what the re-subscription cycle is, holding admin seat and login info, etc.Support ongoing management of file storage, organization, and archiving, both on internal server and cloud-based Google DriveSupport role in studio operations meetings, assisting in developing agendas and preparing documentation as neededSupport new employee onboarding and set-up process, ensuring all hardware, software, furniture, and other tools are in-place. This includes setting-up logins and technical training on platforms used by the Luci teamOperate as the key point of contact between Luci and the building facilities teamSupport the COO and Director of Operations in studio initiatives to help provide a comfortable and welcoming space for the whole team!
RequirementsDegree in Project Management, Architecture, Interior Design, Exhibit Design, Business Management, or related fields2-3 years of professional experience in a creative or design related disciplineDemonstrated knowledge of how projects are structured in design fieldsAbility to work both independently and as part of a teamExcellent oral and written communication skillsExceptional communication and interpersonal skillsStrong organizational, multi-tasking, and time-management skillsProactive approach to time and task managementStrong attention to detailHigh level of diplomacy and sensitivity; ability to negotiateKnowledge of
Microsoft Office Suite and Google WorkspaceKnowledge of Smartsheet, Gantt Charts, or other project planning
and data visualization tools a plusOnsite required in-office 5 days a week (on an as needed basis)Qualifications:Business AcumenEmotional intelligenceCommunication at across all levelsStory tellingQuantitative skillsPriority focused and solutions basedAbout Luci Creative:
We are a world-class museum design firm that ignites discovery, connection, and change.
Luci Creative is a women-owned, full-service design studio empowering organizations to realize their goals through dynamic experiences and exhibits. We believe powerful stories drive the human experience. Our need to create meets a restless curiosity-realized in a knack for telling stories in new ways. We design and build unique spaces of all scales, bringing together the best expert partners to realize the project and manage every step of the way. Luci’s team of designers tailor a collaborative approach to every project, generating fresh experiences that feel engaging, meaningful, and memorable. You have a story - we make it real.
Equal Opportunity Employer. We actively encourage and welcome applicants from diverse backgrounds with a range of professional and educational experiences
Primary Responsibilities:
Luci Creative is seeking a Studio Operations Coordinator to work with the firm’s leadership and project managers to ensure that projects are adequately planned and staffed. This work necessitates a detailed understanding of project needs across the studio and staff capacity, in addition to resource planning and assigning staff to projects. The role will work with and support our team of multidisciplinary staff and offers a dynamic working environment interacting with creative talent from around the world.
Operations Responsibilities:
Primary point of contact for all project managers, department and project leaders with regards to resourcing and staffing needs for projectsPlans and allocates resources for projects and assigns staff to projects in accordance with their skills, abilities, prior project experience and availabilityCoordinates resourcing across the studio to ensure optimal staff utilizationMaintains an overall understanding of where staff are working and scopes for all projectsManages conflicts in resourcingMaintains an understanding of staff skills and abilities; ensures said skills are up to date in the project management software (Deltek Vantagepoint)Advises Department Leads when skills training is neededWorks closely with a wider staffing team to ensure good communicationMonitors staff over-and underbooking and raises alerts accordinglyPoint person for staff to come to when they are feeling overloaded; formulates solutions and reports to staffing teamAlerts staffing team and HR when studio capacity is reached and hiring is neededSupports hiring and onboarding processes by connecting new staff to their project teamsInitiates process development and seeks ways to improve processesReports weekly activity and needs to staffing teamPerforms other duties as assignedStudio Administration Responsibilities:
Provide general administrative support to the entire Luci teamManages the “office credit card” for overhead supplies, shipping, and subscriptionsPrepare rooms for guests and host for client meetings – welcome them, offer drinks, etc.Maintain office printers by keeping ink stocked and processing monthly service contract paperworkMaintain Luci software subscriptions and accounts, including who has them, what the re-subscription cycle is, holding admin seat and login info, etc.Support ongoing management of file storage, organization, and archiving, both on internal server and cloud-based Google DriveSupport role in studio operations meetings, assisting in developing agendas and preparing documentation as neededSupport new employee onboarding and set-up process, ensuring all hardware, software, furniture, and other tools are in-place. This includes setting-up logins and technical training on platforms used by the Luci teamOperate as the key point of contact between Luci and the building facilities teamSupport the COO and Director of Operations in studio initiatives to help provide a comfortable and welcoming space for the whole team!
RequirementsDegree in Project Management, Architecture, Interior Design, Exhibit Design, Business Management, or related fields2-3 years of professional experience in a creative or design related disciplineDemonstrated knowledge of how projects are structured in design fieldsAbility to work both independently and as part of a teamExcellent oral and written communication skillsExceptional communication and interpersonal skillsStrong organizational, multi-tasking, and time-management skillsProactive approach to time and task managementStrong attention to detailHigh level of diplomacy and sensitivity; ability to negotiateKnowledge of
Microsoft Office Suite and Google WorkspaceKnowledge of Smartsheet, Gantt Charts, or other project planning
and data visualization tools a plusOnsite required in-office 5 days a week (on an as needed basis)Qualifications:Business AcumenEmotional intelligenceCommunication at across all levelsStory tellingQuantitative skillsPriority focused and solutions basedAbout Luci Creative:
We are a world-class museum design firm that ignites discovery, connection, and change.
Luci Creative is a women-owned, full-service design studio empowering organizations to realize their goals through dynamic experiences and exhibits. We believe powerful stories drive the human experience. Our need to create meets a restless curiosity-realized in a knack for telling stories in new ways. We design and build unique spaces of all scales, bringing together the best expert partners to realize the project and manage every step of the way. Luci’s team of designers tailor a collaborative approach to every project, generating fresh experiences that feel engaging, meaningful, and memorable. You have a story - we make it real.
Equal Opportunity Employer. We actively encourage and welcome applicants from diverse backgrounds with a range of professional and educational experiences