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Reference Code:  9044

Project Coordinator, Retail Innovation Lab - Cartier, New York

New York, NY, US

Permanent
  
  

Cartier, l'artisan des passions.

Position Summary:

The Project Coordinator provides both administrative and project-based support to the team members of the Cartier Retail Innovation Lab in Brooklyn, as well as acting as an essential link to other business groups, outside vendors, and creative communities. This role will work closely with both the Head of the Retail Lab and the Lab’s Senior Producer. The Project Coordinator is responsible for maintaining the operations of the studio itself and arranging VIP Lab visits and events, as well as per-project responsibilities that include vendor & invoice management; maintaining team calendar; ordering materials, tools and supplies; and providing onboarding support for new staff. The Coordinator cultivates new relationships with local organizations and creative communities that will enhance and build on the Lab’s presence within the city. S/he interacts and partners with corporate teams, and supports the communication and sharing of knowledge between the Lab and the Cartier corporate office.

 

This role is an essential backbone to the studio team and plays a critical role in the success of the Lab’s projects. The ideal candidate is an organized, creative and reliable self-starter who is interested in gaining deep experience in the production of transdisciplinary creative projects.

 

Responsibilities include:

  • Provide administrative and operational assistance for each discipline in the Lab (strategy, industrial & graphic design, creative technology, leadership).
  • Proactively manage day-to-day operational aspects of the office, including but not limited to: ordering materials and supplies, organizing and maintaining the kitchen, managing IT/security requests, payment processing, greeting visitors, and supporting senior team staff as needed.
  • Coordinates Lab events, team outings, travel and various activities.
  • Organize and maintain supply closets and coordinate orders of supplies.
  • Maintains department-wide calendar for large meetings, PTO, travel, critical design deadlines and milestones.
  • Help track and reconcile departmental expenses, i.e., filing expense reports, maintaining project spending tracker.
  • Process invoices and liaise with AP.
  • Assist in preparing the studio or meeting rooms for design reviews, important meetings, and entertaining.
  • Attends meetings, taking notes/minutes as needed.
  • Onboarding support for new staff (set up desk, liaise with IT and other groups, set up intro meetings and training for office systems).
  • Updates vendor documents and works closely with Senior Producer to review estimates.
  • Manage operational vendors including cleaning services, HVAC, plant care, office maintenance.

 

Experience:

  • 1-3 years of experience in creative organizational support role, preferably from a design studio setting (Architecture, Exhibitions, Product Design, Interior Design, Fashion)
  • Experience with Budget Tracking and Invoice Processing
  • Experience with Vendor/Consultant Proposals & Contracts, maintaining relationships with vendors
  • Experience with project management / communication software such as Asana, Slack, and Google Drive

 

Skills:

  • Excellent organization, communication and interpersonal skills
  • Excellent computer skills – Microsoft Office, Excel, Powerpoint, Keynote, Google Docs required. Adobe Creative Suite is a plus. Must be able to draft professional documents for distribution throughout the company.
  • Ability to communicate with all levels of management and maintain confidential information
  • Knowledge of environmental, industrial, digital interface design or related fields
  • Understands and promotes a design-focused development process
  • Understanding of project accounting
  • Capable of juggling multiple projects at the same time; managing a varied workload

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