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 AND QUALIFICATIONS

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 Studio 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-in's.
Annual performance review.

Salary from $25/hour

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.

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– Why do you want to work at APPARATUS? *

– This position is non-remote and is based in our New York studio full time. *

– Are you legally authorized to work in the U.S. without sponsorship? *

– Will you now or in the future require sponsorship to legally work in the U.S.? *

– GDPR (General Data Protection Regulation) Disclosure *

When you apply to a job on this site, the personal data contained in your application will be collected by APPARATUS LLC (“Controller”), which is located at 124 West 30th Street NY, NY 10001 and can be contacted by emailing info@apparatusstudio.com.

Controller’s data protection officer is Rebecca Daly, who can be contacted at rebecca.daly@apparatusstudio.com. Your personal data will be processed for the purposes of managing Controller’s recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes. Such processing is legally permissible under Art. 6(1)(f) of Regulation (EU) 2016/679 (General Data Protection Regulation) as necessary for the purposes of the legitimate interests pursued by the Controller, which are the solicitation, evaluation, and selection of applicants for employment.

Your personal data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by Controller to help manage its recruitment and hiring process on Controller’s behalf. Accordingly, if you are located outside of the United States, your personal data will be transferred to the United States once you submit it through this site. Because the European Union Commission has determined that United States data privacy laws do not ensure an adequate level of protection for personal data collected from EU data subjects, the transfer will be subject to appropriate additional safeguards under [either the standard contractual clauses or the Privacy Shield]. You can obtain a copy of the standard contractual clauses by contacting us at rebecca.daly@apparatusstudio.com.

Your personal data will be retained by Controller as long as Controller determines it is necessary to evaluate your application for employment. Under the GDPR, you have the right to request access to your personal data, to request that your personal data be rectified or erased, and to request that processing of your personal data be restricted. You also have to right to data portability. In addition, you may lodge a complaint with an EU supervisory authority.

– CCPA Disclosure

APPARATUS ("Company", "we" or "us") has issued this California Privacy Notice to describe how we handle Personal Information that we collect and process about job applicants who are residents of California (collectively referred to as "you") applying for a job at or working for APPARATUS.

We respect the privacy rights of individuals and are committed to handling Personal Information responsibly and in accordance with applicable law. This Notice sets out the Personal Information that we collect and process about you, the purposes of the processing and the rights that you have in connection with it. The California Consumer Privacy Act of 2018, including the California Privacy Rights Act of 2020 and any regulations promulgated thereunder (“CCPA”), provides California residents with specific rights regarding their Information. This Notice, which applies only to California residents, describes your rights under the CCPA, explains how you may exercise your rights, and provides an overview on the types of Personal Information we collect.

When appropriate we will provide a “just in time” notice or notice at collection to cover any additional processing activities not mentioned in this document.

If you have any comments or questions about this Notice, please contact us at hr@apparatusstudio.com

The CCPA defines “Personal Information” as information that identifies, relates to, describes, references, or is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. Data that has been de-identified, anonymized, or aggregated, or that otherwise cannot reasonably be related back to a specific person, is not considered Personal Information.

When making an application for employment or engagement with Company, we may process Personal Information about you and your dependents, beneficiaries and other individuals whose Personal Information has been provided to us.

The types of Personal Information we may process include, but are not limited to:

Identification data – such as your name, gender, photograph, date of birth, Staff Member IDs.
Contact details – such as home and business address, telephone/email addresses, emergency contact details.
Employment details – such as job title/position, office location, employment contract, performance and disciplinary records, grievance procedures, sickness/time-off records.
Background information – such as academic/professional qualifications, education, CV/résumé, criminal records data (for vetting purposes, where permissible and in accordance with applicable law).

We may also process Sensitive Personal Information relating to you. The CCPA’s definition of Sensitive Personal information includes social security, driver’s license, state ID, or passport number; racial or ethnic origin; union membership; biometric information; and personal information concerning health, or sexual orientation ("Sensitive Personal Information"). We do not sell Sensitive Personal Information collected under this Notice.

If you are applying for a role at Company, then we collect and use your Personal Information primarily for recruitment purposes – in particular, to determine your qualifications for employment or engagement as an independent contractor and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks (where applicable) and to generally managing the hiring process and communicating with you about it.

If you are accepted for a role at Company, the information collected during the recruitment process may form part of your ongoing Staff Member record.

If you are not successful, we may still keep your application for internal reporting and to allow us to consider you for other suitable openings within Company in the future.

– If referred by an APPARATUS team member, please list them here.

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