Studio Coordinator, Brand Design Studio

Loews Hotels & Co - New York, NY (30+ days ago)4.3

Headquartered in New York City, Loews Hotels & Co is rooted in deep heritage in the hotel industry and excellence in service. As one of the only independently owned family hotel companies, we know that hospitality comes from the heart.

Loews Hotels & Co owns and operates hotels and resorts across the U.S. and Canada. Located in major city centers and resort destinations, including multiple hotels in partnership with Universal Orlando Resort, Loews Hotels & Co features properties grounded in family heritage and dedicated to delivering unscripted guest moments, all with a locally handcrafted approach. We pride ourselves on the individuality and uniqueness of our offering.

The Studio Coordinator will oversee all functions of traffic, production, and the studio. This includes scoping, budgeting, scheduling, tracking and reviewing all jobs. He/she processes work requests (all Tier requests) from intake to project close, and is responsible for the development and ongoing maintenance of workflow/project management systems and schedules. The Studio Coordinator will function as the primary contact with all external vendors and help keep all jobs on schedule. He/she will identify potential problems or issues before they arise and recognize positive developments as they occur. The Studio Coordinator will organize and manage most day-to-day activities and provide ongoing proofreading support as needed.

Operational Objectives

Maintain high utilization rate of entire team (70%+) billable
Implement and ensure team-wide adherence to the Standard Operating Procedures and a seamless project-management experience between clients and the BDS
Assist with initial schedule and estimating templates and appropriate data fields for tracking and reporting functions
Intake and schedule daily work assignment in a time-sensitive manner to ensure smooth workflow, measured by cycle time, team/client satisfaction surveys, and actuals vs. estimates
Confirm actual hours vs. estimates and process billing at the close of projects
Conduct quarterly budget and operational reviews with Director, Brand Design Studio
Develop and approve the over-arching operational areas of agency/vendor relationships including:
  • vetting, on-boarding and set-up processes
  • agency metrics and reporting requirements
Analyze data to identify specific opportunities for operational improvement and foster an environment of continuous improvement
Maintain own utilization rate at (35%+) billable
Creative Objectives

Work with Director, Brand Design Studio to develop, maintain, communicate and train internal and agency teams on brand standards
Work with BDS and ensure creative strategy achieves business objective as defined by project initiation documentation
Process Objectives

Enter hours accurately in time-keeping system (complete every Monday by noon, hours must total amount required for employee status – ex. Full time = 35 hours per week)
Develop and implement workflow processes and technology to ensure quality delivery and consistency of experience across the organization
Analyze data to identify specific opportunities for operational improvement and foster an environment of continuous improvement
Review all project requests, determine appropriate work tier, initiate jobs in workflow tool, prioritize and schedule jobs with appropriate internal resource, by tier and type of work
Coordinate staff and confirm schedules with Director, Brand Design Studio and support assignment of staff to projects (as necessary); troubleshoot work flow prioritization
Communicate, manage and utilize time tracking system and tiered workflow processes to:
  • maintain up-to-date records of all projects and their schedule and budgetary status
  • ensure quality delivery of projects
  • ensure project deadlines and budgets are adhered to 98% of the time
  • maintain, monitor and report on metrics, including financial and utilization
Define, obtain and manage structured feedback and approvals to ensure that deliverables are being reviewed by all necessary stakeholders, within company and BDS, against established project objectives
Establish baseline cycle times and budgets for reoccurring project types (+/- 3% accuracy)
Develop project estimates for Tier 1 & 2 projects, work with BDS to develop price list for Tier 3 projects
Account Management Objectives

Work with clients to develop clear, concise and complete tier 2 & 3 project initiation documentation (project brief and rapid request)
Troubleshoot communication challenges between clients and BDS
Establish baseline and manage ongoing high level of client satisfaction
Regular attendance in conformance with standards
May be required to work varying schedules to reflect business needs
Required to attend all training sessions and meetings
Ability to perform “Physical Requirements” as explained below

Supportive Functions include:
Change Management Objectives

Improve personal performance/knowledge base to exceed standards
Participate in formal performance reviews, ensure professional development and adhere to yearly and quarterly personal goals
Provide solutions that meet changing corporate strategies/initiatives and business cycles
Actively participate and support department-wide change initiatives
People Objectives

Support corporate culture, values and mission
Contribute to environment that is efficient, professional, proactive, and team oriented
Assist in training new clients, agencies, staff, and contractors on workflow process and related technologies
Conduct regular project status checks and weekly operational update meetings with entire BDS
Develop standards and mentor client and BDS on communication process, ensuring effective and appropriate use of phone, e-mail, instant messaging and face-to-face interaction
Technology Objectives

Utilize workflow/project management system in the BDS to track project and department-level metrics
Oversee requirements definition, vetting and selection of technology that supports creative and accounting processes
Work with corporate IT to implement and enhance technology to support the BDS
Identify and troubleshoot technological bottlenecks in workflow, asset management and dynamic collateral creative systems and provide feedback to operations about changes and enhancements needed for technology
Other duties as assigned

Required Skills & Experience:
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation:

Strong communication, organizational and people skills (able to manage internal creative team)

Education: - Bachelor's degree required with emphasis on business management, marketing or communications.

  • 2+ years of experience in project management role within a creative/marketing environment (preferably in-house) with experience in:
handling issues around supervision, resource management, technology and workflow processes

utilizing and maintaining workflow/project management technologies

developing project management procedures

managing client expectations

direct operational management of a team of 5 or more

communicating and building strong connections with clients and staff

design and production processes and standard cycle-times for marketing communications