Studio Coordinator

VMI is an award-winning agency, now a part of Journey, producing stunning visual imagery, animations, and virtual reality experiences that enthrall and engage viewers. We fully immerse ourselves in understanding our customers’ motivations and translating them into something effective that is elegant, beautiful, and truly different. Our mission is to create disruptive and exciting customer experiences through technology that evoke real emotion and impact.

About the Job:

The Studio Coordinator is central to the everyday operations of the VMI studio and is responsible for keeping the studio tidy, well-maintained, and presentable at the top of each day. This role is pivotal in ensuring the smooth operation of our office and facilitating effective communication within the organisation. The ideal candidate should have experience in a similar position, be highly organized, professional, proactive, independent, crafty, computer savvy, and a self-motivated problem solver. The studio coordinator will also work closely with VMI executives on diary management, travel arrangements, expenses, and more. The day-to-day at VMI is never the same, so flexibility, consistency, and reliability are key. A charismatic personality with a good sense of humor is required, as you will be the welcoming face of our studio. Experience in a similar creative environment is a plus.

Main Responsibilities:

• Open the studio at the start of the day, ensuring that all meeting rooms, kitchen, and other areas are organized and ready for the team each day.
• Serve as the point person for office manager duties, including:

• Office Maintenance; proactively maintain the office condition and arrange necessary repairs.
• Ordering and stocking of supplies.
• Running errands as necessary.
• Greet and welcome visitors to the studio.
• Manage conference room bookings and ensure each room is in perfect shape for the next meeting.
• Organize the office layout and order stationery, handle mail.
• Partner with HR to assist in onboarding new hires.
• Coordinate with IT department on all office equipment.
• Assist employees with office management issues (e.g., stationery, hardware, travel arrangements).
• Liaise with facility management vendors, including cleaning, catering, and security services.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.
• Maintain inventory, organize, and purchase supplies, snacks, catering.

• Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements.
• Prepare and organize documents, reports, and presentations using Google Suite.
• Perform data entry tasks accurately and efficiently, ensuring all information is up-to-date.
• Handle phone calls professionally, demonstrating excellent etiquette.
• Assist in clerical duties such as filing, photocopying, and maintaining office supplies.
• Coordinate meetings, including logistics such as venue booking and catering.
• Maintain confidentiality of sensitive information while fostering a positive office environment.

About You:

Qualifications & Ideal Candidate Attributes:

• Thrives in a varied, people-facing role.
• Skilled planner and organiser with impeccable attention to detail.
• Flexible and adaptable.
• Logical, proactive, and resourceful; able to work independently.
• Enjoys a varied and creative environment.
• Able to make quick decisions and be decisive.

Required Qualifications / Experience:

• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Proficiency in MS Office (Excel and Outlook).
• Hands-on experience with office machines (fax, printers).
• Familiarity with email scheduling tools like Email Scheduler and Boomerang.
• Excellent time management and multi-tasking skills.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Experience in arranging meetings and events.
• Exceptional organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.

Work Arrangements & Benefits:

The role requires 5 days a week (Monday to Friday) in the office at our modern, creative space in Brixton. Additional pay includes company events and company pension. Salary range to be discussed during interview.

About Journey:

Journey is a global design and innovation studio pioneering multidimensional experiences (MDX) that transform how people perceive, engage, and interact with the world. With studios in New York, London, Miami, and Dubai, we blend strategy, design, technology, and narrative to create sensory-rich journeys that ignite emotion and deepen connections between people, brands, and culture. Founded in 2022 by visionary leaders, Journey unites award-winning studios through acquisitions, forming a multidimensional design practice with expertise across physical, immersive, and digital realms. Our innovative framework, the Journey Experience Stack, enables us to design for every touchpoint, creating cohesive brand universes through interior, lighting, media, interactive design, and content creation, delivering industry-first solutions across sectors.