Studio Coordinator

APPARATUS is a New York-based design studio that explores the relationship of lighting, furniture and objects in immersive environments, threading the historical and the cultural through a modern lens.

The Studio Coordinator is responsible for the smoothly functioning environment of the APPARATUS’ New York Studio. This role delivers exceptional administrative and logistical support, ensuring a positive and productive experience for internal teams, vendors, and visitors. From warm and efficient phone reception to seamless facilitation of studio needs, this position maintains the operational excellence and welcoming atmosphere of the studio.

RESPONSIBILITIES Receptionist Duties

• Answer and direct incoming calls promptly and efficiently
• Manage and distribute incoming/outgoing mail and packages
• Maintain a clean and organized receiving area

Studio Coordination

• Provide meal and beverage service to select Executives
• Schedule and coordinate the setup and breakdown of meetings, including beverage service, technical or AV requirements as needed
• Monitor and replenish studio supplies, including office, cleaning and kitchen items
• Maintain studio calendars and key dates
• Coordinate and facilitate repairs and maintenance requests with appropriate facilities management personnel and outside vendors
• Act as liaison between the New York Studio and Brooklyn Factory for weekly deliveries
• Facilitate all outbound shipping and local messenger administration

Expense Reporting

• Prepare SVP’s expense reports
• Gather receipts, compile reports, and submit for review and approval according to company guidelines

Event Support

• Provide on-site event support to Brand team, ensuring the smooth flow of events and addressing last-minute needs
• Support might include errands, event setup and clean-up in addition to on-site support

Travel Coordination

• Support vertical heads as needed with trip research, booking team flights, accommodation, and ground transportation through Melon and studio’s travel agency
• Liaise with internal teams and travel agency to troubleshoot travel-related issues that may arise

SKILLS

• Excellent time-management skills, independent drive, and the ability to work under pressure while delivering an on-brand experience
• Curious and resourceful approach to learning
• Excellent ability to anticipate needs
• Comfortable with a majority computer-based workload and the need for accuracy
• Excellent verbal and written communications skills Solutions-based thinker
• A consistently positive attitude displayed both as an individual and within a collaborative team of peers, management
• Ability to respond professionally to critical feedback and proactive in seeking support and help when needed
• Ability to lift up to 30 pounds safely, bend, raise your arms over your head and stand for a period of time.

EXPERIENCE

• Experience in an office or studio environment
• Ability to manage competing priorities and projects at once
• Ability to work under pressure and meet deadlines with a quality deliverable
• Proven ability in a high-paced environment that values consistency, efficiency, and excellence

WORK SCHEDULE

• Full-time showroom hours: Monday–Friday generally 9:30AM–5:30PM
• Longer hours and weekend availability as needed
• Domestic or international travel as needed

PERFORMANCE REVIEW AND CHECK-INS SCHEDULE

• Regular check-ins
• Annual performance review

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is based in our New York Studio. Must be legally authorized to work in the U.S.