Studio Coordinator

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Welcome

Thank you for your interest in Charcoalblue.

To apply please complete the online application form and submit a short CV (1-2 pages max.) and a covering letter addressing the questions below:

  1. Why do you consider yourself to be a suitable person for the role and what you would like from the job?
  2. Which of your previous experience and training would you highlight as being particularly relevant? Please highlight any experience working in an administrative role, particularly if within an SME in the construction/architecture/performing arts industries.
  3. Describe your experience and competency using Microsoft Office, Adobe Suite and any other software packages you are familiar with.
  4. Please highlight the elements of the role requirement where you feel you have the least experience and may require the most support.

We look forward to receiving your application by June 17th. We will only accept applications via our online system. 

Interviews will be held remotely (via Microsoft Teams) in June and July - time and date will be confirmed for shortlisted candidates.

Company Overview

Charcoalblue is widely regarded as the most exciting and innovative theatre, acoustics, and experience consultancy in the world. We specialise in the performing arts, live entertainment, media, technology, education, experiential, hospitality, workplace and cultural sectors. We imagine, design, and deliver captivating spaces that entertain, educate, and transform individuals through collective experiences. Guided by listening, collaboration, and a passion for innovation, excellence, emotion, and theatricality, we strive to create extraordinary moments. Since our inception in the UK in 2004, Charcoalblue is now the largest organization of its kind, delivering projects to every corner of the globe. We operate as a cohesive and collaborative team with studios in London and Bristol in the UK, New York, Chicago, and San Francisco in the US, and Melbourne in Australia.​

Description of Role

We are seeking a highly organised and approachable Studio Coordinator to join our London studio. As a Studio Coordinator, you will be responsible for the administrative needs of the office space and all staff affiliated to your studio, which includes at least 25 employees. You will undertake a wide range of administrative duties to support this team, and you will work day-to-day in close collaboration with the local leadership and management across all the Business Units in the region to do so (EMEA Theatre Consultancy, Acoustics and CBX). You will be responsible for the smooth day-to-day running of your studio. 

Although this role is ‘standalone’ in terms of being the sole point of contact providing administrative support in the London studio, you will benefit from becoming part of our global Studios team and work closely with a number of team members in our global Business Support Team. You will collaborate on global administrative projects and initiatives and work together to enrich and protect the global company culture. The administrative remit in the studio may widen in the future in line with company growth – this may mean some additional tasks will be added to the job description, or that we may bring in additional administrative support where required. To be successful in this role, you must have high attention to detail, an excellent communication style and an ability to multi-task and prioritise accordingly.

The Studio Coordinator role is pivotal in ensuring our studio spaces are welcoming and available to employees and clients as collaborative, social spaces, with quiet working areas if required. We operate in a distributed working model, with many team members working from outside our studio spaces. However, all of our team members are affiliated with a geographical team and to a physical studio space.

You will report to the Studios Manager, and you will have the chance to meet regularly with your line manager to ensure you are fully supported in your role. We will provide role-specific inductions, ongoing training and professional development to help you succeed.
 

Key Responsibilities

  • Consistently represent your studio and Charcoalblue with professional excellence, internally and externally, as the first point of contact for visitors, clients, vendors, and the global team, while consistently providing a warm and welcoming demeanour and attentive attitude in-person, via telephone and or written and verbal correspondences.
  • Responsible for identifying gaps in operational consistency and maintaining relevant legal compliance within your studio, including ensuring all leases, business continuity documentation, health and safety, fire safety, studio risk assessments and any related policies and procedures are up to date, thus ensuring the safe operations of your studio day-to-day.
  • Key point of contact for all Health & Safety, Facilities, Cleaning, Security, Fire Safety and Business Continuity compliance tasks for your studio, seeking support and sign-off as required.
  • Undergo certification to act as Health & Safety Warden (e.g., CPR, First Aid, Fire Warden, as regionally applicable).
  • Integrate the Global Statement of Values and EDI initiatives into all studio and event planning to support the cultural and commitments of Charcoalblue, in coordination and collaboration with the People Team and Blue Team.
  • Develop a deep understanding of the voice and culture of your regionally affiliated team members to identify key opportunities to enhance the experience, morale, and engagement of those team members.
  • Other ad hoc general studios-based duties, as required.
  • Subject Matter Expert (SME) on relevant company policies and tools, liaising with the relevant Business Support Teams to ensure team members maintain access, are supported, and tools are renewed, as needed.
  • Support in the improvement of administrative-based processes and practices, liaising with your Studios Manager and other Business Support Team Managers, Associate Directors, and Directors to support business needs, in line our ISO:9001 standard Quality Management System.
  • Support the Studios Manager, as directed, in all administrative/studio-related matters and in response to the strategic needs set out by each Business Unit and studio-specific requests, while serving as primary local liaison with key stakeholders.
  • Responsible for providing supplementary support to other Business Support Teams such as Finance, Marketing & Business Development, Training & Development, HR, IT, or our Corporate Social Responsibility (CSR) teams to ensure consistent and accurate administrative support, compliance and common approach on local, regional and global policy expectations and initiatives.
  • Attend and minute key meetings, aid in report compilation/research, and attend presentations and trainings as required.
  • Coordinate the logistics for various meetings within your local studio, such as meeting room maintenance, preparation, equipment, supplies, rentals, accommodations, travel or catering.
  • Execute complex and accurate calendar management across multiple time zones to support all regions within Charcoalblue’s jurisdictions.
  • Support all team members affiliated to your region with local travel logistics and provide guidance and support with international requirements for travel in line with Company policy.
  • Work closely with senior management to successfully deliver tasks and initiatives, including but not limited to the management of internal and external events such as holiday parties, client and vendor hosting, team-building activities, and study tours.
  • Attend occasional monthly team calls outside of regular working hours to accommodate team time zones across the globe.
  • Secondary support of other Studios team members to manage spikes in workload.
     

This list is not intended to be exhaustive and may be subject to alteration over time as we develop the service.
 

Qualifications and Key Skills

We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply:

Essential

  • Minimum 2 years of experience in an administrative or similar role supporting a small to mid-size office, or similar experience.  
  • Experience with Microsoft Office and Adobe Acrobat and/or Bluebeam is essential. 

Desirable

  • Experience in an administrative or similar role supporting an office with at least 25 employees.  
  • High attention to detail with the ability to meet often demanding deadlines, and experience managing a varying workload. 
  • Excellent communication skills and ability to work as part of a team; Experience working as part of an international team would be beneficial but is not essential. 
  • Google Suite experience would be advantageous.  
  • Experience with InDesign, or similar design packages (e.g., Photoshop) is preferable, though not essential. 
  • Our written work is an integral part of Charcoalblue’s profile, so a high degree of literacy and accuracy is also important. 
  • A creative interest or experience in live performance, digital media, architecture, design, visual arts, or similarly related fields is encouraged and welcomed. 
     

Employment Details

Your place of work will be our London studio, though you may benefit from occasional work from home days with prior arrangement if required. Additionally, some site visits and project meetings may be in person, as required. We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties.

There is a three-month probationary period for permanent roles.

Please note the successful applicant must be based in the UK to effectively meet the current needs of our work and local team, and you should be able and willing to travel to external meetings and our UK studios as required, with notice.

Annual leave entitlement: Take-What-You-Need (TWYN) Leave Policy: With prior arrangement, there is an opportunity for employees to benefit from additional paid leave days over their statutory holiday/annual leave allowance. You will receive 20 days’ annual leave minimum per annum (prorated in the first year), plus statutory Bank Holidays. We traditionally close our studios between Christmas and New Year’s Day, resulting in an additional average 4-5 holiday days per annum.

 

Employee Benefits

Charcoalblue operates a bonus scheme which you will benefit from following successful completion of a three-month probationary period. Please note that this is subject to the Partnership’s performance year on year and is not guaranteed.

Following successful completion of your probationary period, you will be eligible to participate in our company benefits package, including our pension auto-enrolment scheme, our annual bonus scheme and allocation of live event tickets per month. We offer this benefit to encourage you to immerse yourself in the live events industry as far as possible. We will also contribute to your home broadband and give you a monthly contribution towards your home utilities to enable you to work from home effectively in line with our distributed working model. Other benefits are accumulative as you progress with the company.

Following successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.

Start Date

July 2024

Salary

Please state your salary expectations in your covering letter in line with your experience.

Charcoalblue intends to offer the selected candidate base pay within this range, dependent on job-related, non-discriminatory factors such as experience. Base pay is one part of the total rewards that Charcoalblue provides to compensate and recognize employees for their work. Charcoalblue provides a robust benefits package to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit our careers page for more details.

Equity, Diversity & Inclusion Overview

Charcoalblue is an equal opportunities employer, actively working towards becoming an inclusive organization. We work consistently to ensure elimination of unfair and discriminatory practices within the company and encourage full contribution from its diverse community.

Our mission is to manifest an inclusive ethos by creating a diverse and inclusive working environment across our practice. Recruitment opportunities are open to all, but we are particularly keen to hear from ethnically diverse and disabled candidates, as these groups are currently underrepresented within our teams.

If you require this application in a different format or need support during the application process, please contact Euna Pae via email euna.pae@charcoalblue.com. Equally, please contact Euna if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

Charcoalblue aims to provide a service that does not discriminate against its clients and customers and works to ensure all can access the services and goods supplied by the company. We believe that all employees and clients are entitled to be treated with respect and dignity.