NY STUDIO OPERATIONS COORDINATOR in New York, New York at Heintges Consulting Architects & Engineers

We are looking for a highly organized, design-loving, proactive Studio Operations Coordinator to help keep our New York studio running smoothly. The ideal candidate is dependable, numbers-oriented, and comfortable balancing administrative, operational, technology, and basic accounting responsibilities with kindness, discretion, and a genuine willingness to help.

Heintges is a New York–based consulting architecture and engineering firm specializing in high-performance building enclosures. Our team works closely with leading architects, owners, and institutions on complex projects, combining technical expertise, creativity, and collaboration to support thoughtful, lasting design.

This role is central to the life of the office: it supports our team, coordinates studio needs, and helps create the thoughtful, collaborative environment where people can do their best work. This is an in-person position based in our New York City office and requires on-site attendance five days per week. The schedule may range from 26-40 hours per week, depending on the experience and availability of the selected candidate.

KEY RESPONSIBILITIES

Front Desk and Operations

• Serve as a welcoming and helpful presence for colleagues and visitors.
• Open the office daily at 8:30 a.m.
• Create a positive first impression by managing the reception area, greeting colleagues and visitors, answering and routing phone calls, coordinating deliveries, and distributing mail and packages.
• Maintain awareness of expected visitors, interviews, client meetings, and other scheduled activities and ensure reception, conference rooms, and common areas are appropriately prepared in advance.
• Coordinate with the landlord, building staff, cleaning service, and repair contractors regarding routine and urgent facility needs.
• Track facilities, maintenance, and vendor issues through resolution, following up proactively and escalating unresolved issues as appropriate.
• Organize, maintain, and restock the kitchen, copy room, storage areas, conference rooms, and restrooms.
• Receive, unpack, organize, and store office supplies and deliveries and maintain inventory lists and supply ordering schedules to ensure the studio remains well stocked.
• Handle routine offsite office tasks and local pickups or deliveries as needed.
• Coordinate items sent to and retrieved from off-site storage.

Accounts Payable Assistance

• Collect and convert staff reimbursable receipts into monthly expense reports accurately and follow up on missing information as needed.
• Collect, review, scan, and organize vendor invoices, receipts, and supporting documentation.
• Enter vendor invoices into the accounting system accurately and in a timely manner, using appropriate project, expense, and general ledger coding.
• Prepare monthly reconciliations of company credit card accounts, including gathering receipts and resolving discrepancies with cardholders.
• Communicate with vendors and internal team members regarding invoice questions, payment status, missing documentation, and account details.
• Support cost controls by monitoring recurring expenses, flagging unusual charges or discrepancies.

• Track outstanding client balances and maintain accurate notes on collection activity, payment status, and next steps in our project accounting software system.
• Contact clients regarding aged receivables in a courteous, professional, and timely manner.
• Assist finance team with preparing, organizing, and distributing client statements or invoice backup materials as needed.
• Help maintain a consistent, respectful, and well-documented collections process that supports both the firm’s financial health and its client relationships.

• Liaise with the firm’s IT provider to coordinate workstation setup, troubleshooting, and other technology service needs.
• Prepare meeting rooms and video conferencing equipment for internal and external meetings.
• Regularly test and confirm plug-and-play function of shared equipment in all conference rooms and rotating/shared workstations.
• Coordinate and maintain video recordings of educational presentations.
• Troubleshoot Zoom accounts, phone extensions, and messages.
• Assist colleagues and visitors with basic technology needs in a patient, approachable, and solutions-oriented manner.
• Manage and maintain office equipment, including printers, copiers, and related supplies.
• Ensure processes of maintenance and logging are followed for construction site equipment.

• Plan, budget, and run video meetings for weekly staff Lunch & Learn and celebrations in a way that fosters connection across office locations.
• Plan and budget NYC happy hours, walking tours, and annual holiday parties.
• Author email of weekly updates and respond to administrative email.
• Maintain Outlook calendars, schedule meetings, and assist with meeting coordination.
• Assist colleagues with travel reservations and logistical support for visitors from outside NYC.