Studio Coordinator

About the role

The studio administrative coordinator ensures the efficient management of the studio's administrative and logistical operations. He/she supports the communications team and management by ensuring the smooth running of the studio's daily activities and compliance with internal processes. This person is the primary point of contact and reference for the planning of major internal and/or external events. This person must foster positive relationships and promote a sense of community within the studio. Overall, the Studio Coordinator plays a crucial role in creating a welcoming and well-organized work environment while encouraging employee engagement and belonging. Main Responsibilities: Work closely with the communications team and management to disseminate internal messages, update channels, and promote the studio's initiatives. Supervise for the daily tasks performed by the temporary receptionist. Ensure presence at reception on days without a receptionist to maintain professional service and continuity. Welcome and onboard new employees: prepare workspaces, distribute arrival materials (access cards, welcome gift, coffee card), give studio tours, and assist with their first day. Respond to employee inquiries and act as the formal point of contact for administrative needs. Assist studio management with various projects: task coordination, timeline tracking. Manage the annual budget for studio activities and maintain tracking reports on ongoing activities: projects, events, maintenance, etc. Oversee daily office activities: general atmosphere, supplies, organization of common areas (decorations). Planning, organizing, and coordinating various internal and external events (team activities, project launches, social activities such as End of the year and summer Parties, internal training events, and any other events that may require assistance). Book spaces; purchase equipment, supplies, and/or meals, planning and complying with budgets, etc. Welcome external participants for internal activities: speakers, trainers, partners, and ensure smooth integration during events. Actively participate in studio life by collaborating with various committees (social, wellness, diversity, etc.). Ensure compliance and implementation of health and safety policies in the office (update first aid list, emergency procedures, maintain first aid kits and emergency supplies). Manage the emergency evacuation process: update evacuation plans and procedures, train employees, coordinate drills, and handle real situations. Oversee maintenance follow-ups for facilities and equipment: schedule interventions, follow up with vendors, and ensure service quality. Manage employee discounts: main point of contact for vendors and partners, negotiate new discounts, update and maintain the employee discount list. Act as a liaison between management and external partners. About you Degree in administration, management, communications, or a related field. 3 to 4 years of experience in an administrative or project coordination role. Excellent command of office tools (Microsoft Office Suite, collaborative tools). Strong organizational skills, resourcefulness, attention to detail, and ability to manage multiple priorities. Excellent verbal and written communication skills (French and English). Discretion and confidentiality. Event planning and logistical coordination skills. Ability to manage vendors and technical follow-ups (maintenance and purchasing). Ability to interact with employees, visitors, and external stakeholders. Knowledge and experience in a creative work environment (video games) is a plus . Knowledge of health and safety standards and emergency procedures is a plus .