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London, UK
Studio coordinator
at Charcoalblue

Charcoalblue is hiring a studio coordinator to join its team in London.

Description of role

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 working 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 and 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 and 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 culture 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 and business development, training and 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 with 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.

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.


  • minimum two years’ 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


  • 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

Please submit your application via the apply for job button below.

Salary: Undisclosed
  • Applications have closed.