Studio Coordinator (FTC)

We’re looking for an organised, people‑first and proactive Studio Coordinator to become the operational heartbeat of the Heaps + Stacks studio. This is a studio support role with ownership, coordination and responsibility across studio operations, people experience and business support. You’ll ensure our studio runs smoothly day‑to‑day, our team feels supported and energised, and our creative, production and leadership teams can focus on doing their best work. You’ll be a natural organiser, brilliant communicator and calm problem‑solver who thrives in a fast‑paced, creative, experiential environment.

ABOUT US

We are a culturally connected, experience agency with Heaps of creative energy and Stacks of strategic thinking and production expertise. We’re not afraid to be bold. We fuse big ideas, cultural insight, and a playful approach to design experiences that mould what's next. We do not believe in “one size fits all.” Instead, we come at every brief with a fresh perspective, underpinned by a deep understanding of trends and consumer behaviour. This ensures our solutions are authentic and land ROI, legacy, and fame. We don’t just create—we collaborate. Our house‑style is grounded in long‑term partnerships, where we co‑create with our clients, taking on their challenges and delivering seamless experiences that resonate. We work with commercial brands to produce moments which crescendo their marketing calendars. We love what we do, and that passion shows right through the design process and into all physical touchpoints. We join the dots between an array of talented people to create immersive experiences—whether that’s a brand trip, a VIP party, or an all‑singing, all‑dancing store launch! Our clients include big names such as Nike, Estée Lauder, Longchamp, and Selfridges.

Heaps + Stacks is an equal opportunity employer, committed to creating a diverse and inclusive environment, where all applicants will receive equal consideration regardless of race, ethnicity, religion, gender, sexual orientation, age, or disabilities.

At the core of our agency are our guiding values:

• Imagination - We think beyond the ordinary, inspiring each other to dream big and challenge the status quo.
• Joy - We understand that play and wonder are powerful tools for creating authentic emotional connections with today’s audiences.
• Energy - Shooting for the moon - we thrive in the moment where big ideas are realised. We push the boundaries in search of innovation.
• Care - We are thoughtful stewards of the brands we partner with, fostering kindness within our team and taking a mindful approach to every project we undertake.

KEY RESPONSIBILITIES

STUDIO & OFFICE OPERATIONS

• Supporting on daily studio operations and administration
• Maintain a tidy, clean, welcoming and well‑functioning studio environment
• Manage studio suppliers and organise supplier visits
• Arrange PAT testing for all studio electricals
• Manage printer setup, supplies and troubleshooting
• Manage post, couriers, deliveries and collections
• Order and manage stationery, office supplies, snacks and drinks
• Manage additional storage units (contracts, payments, access, keys, moving crew)
• Assist with prop storage, inventory and studio organisation systems
• Maintain accurate logs of office keys and valuables

PEOPLE, CULTURE & TEAM EXPERIENCE

• Update the team tracker, ensuring it’s accurate
• Organise monthly team breakfasts and lunches
• Plan and help to coordinate team socials, including Summer Away Day and Christmas Party
• Manage team rewards, gifting and recognition initiatives
• Track monthly rewards, birthday and work anniversary gifts
• Support charity partnerships and organise volunteering days
• Research and coordinate collaborations with local businesses

MEETINGS & INTERNAL EVENTS

• Book meeting rooms in line with annual meeting and training cycles
• Set up meeting rooms including refreshments and tech

ONBOARDING THE TEAM

• Coordinate onboarding for new team members, including:
• Laptop setup and tech sign‑out sheets
• Issuing keys + studio merch
• Booking onboarding schedules and inductions

BUSINESS & ADMIN SUPPORT

• Manage the Gold Freelancer Club, including: sending monthly availability emails, tracking responses and maintaining the database
• Support with applications for agency‑specific awards
• Assist with basic contract, invoice and payment coordination where required
• Support leadership and EA with ad‑hoc administrative projects

WHO YOU’LL BE WORKING WITH:

Line Manager: As Studio Coordinator, you’ll report to the EA, they’ll be a big support with the office operations.

MORE ABOUT YOU

• Highly organised with exceptional attention to detail
• Proactive, solutions‑focused and calm under pressure
• People‑centric with a genuine interest in team culture and wellbeing
• Confident communicator, both written and verbal
• Comfortable juggling multiple priorities in a fast‑moving environment
• Naturally takes ownership and follows things through to completion
• Experience in a creative, agency, studio or events environment is a plus

WHAT YOU MIGHT HAVE DONE BEFORE

To be considered for this role, we’re looking for someone with around 1 year’s experience in a studio, office, events, creative or experiential environment. You might have done:

• Worked within an events, experiential, creative or production agency (or similar fast‑paced environment)
• Supported live projects, studio operations or internal teams in an administrative or coordination capacity

SALARY & TIME COMMITMENT

This role is predominately office based and we are ideally looking for someone to work full time. Please note we review salary regularly to make sure the team moves in line with the business as well as their individual efforts! This is a physically active role that requires regular manual handling and on‑site work. Candidates should be comfortable with physical tasks and able to meet the role’s physical demands.

WORKING WITH US:

To enjoy your role and to succeed here, you need to be able to work at a fast pace and love a busy, ever‑changing environment. The industry is non‑stop and our goals as a company are big – which we love! Change is a certainty – you’ll need to be comfortable and happy to adapt and be agile. We want you to challenge the status quo, innovate and be open to trying new things. We’re always pushing boundaries. We empower our people, giving them freedom and autonomy to learn and grow in their roles. We’re a passionate, agile and creative team.

WHY JOIN US?

• Collaboration – As pretty much all of our projects include site visits, handling of physical items, deliveries and face to face brainstorms, we recommend 2-3 days in the office per week for collaboration, to get the best results. Tuesdays are days we ask people to come in, and we've realised that 2-3 days per week in the office is the average that people come in and that works well.
• Flexi Working Times – The team can work their 7.5 hours with a start and finish that suits them. This is completely up to the teammate to decide on their own accord, but of course altered working hours must not disrupt the wider team or the paying client.
• Training – We are proud to offer training to all teammates including group training days with varying themes and topics, as well as offering teammates further training to upskill for the maximum value £500 per year.
• Duvet Days – Our team have 2 duvet days per year. A duvet day can be taken whenever a teammate needs a day off at random and they haven’t already requested annual leave.
• Volunteering Day – We offer teammates up to 2 days per year of volunteering on company time - which is up to the teammate to use how they wish.
• Holiday – We offer 28 days annual leave per year. With 3 days of this holiday entitlement to cover the period of the Company shutdown between Christmas and New Year.
• Mobile Phone Allowance – Each month we will pay £20 towards the team members mobile phone bill.
• Maternity / Paternity - We will pay enhanced maternity/paternity/adoption pay if the team member has been employed with us for 37 weeks at the 15th week before their Expected Week of Childbirth.
• Expensed Gallery Trips – We offer each team member £25.00 to expense for a visit to a gallery or exhibition every month.
• Good Egg – At the end of the month the team votes who has gone above and beyond that month, and whoever receives the most votes is rewarded with a Selfridges voucher.
• Work Abroad – Up to one week per year to work aboard, as long as it doesn't cause stress to the team!
• You Move, We move – We want our team to feel settled. So, if they are moving house, they can book one van per year on us!
• Quarterly Celebration – Every quarter, we will be celebrating our successes together as a team.
• Bonus & Profit Share – We also offer a range of bonuses to employees including introduction, business performance and new business bonus.
• H + S Library – Buy a book on the gold card (this can be audio or hard copy) for the value of up to £20.
• Cycle to Work – The cycle‑to‑work scheme allows teammates to obtain commuter bikes and cycling accessories through Heaps + Stacks.
• Health Care – Once the teammate has completed 1 year with us, they can access the healthcare policy provided by Bupa!
• Eye Test – We offer a free annual eye test up to £25.

RECOMMEND A FRIEND…

If this role isn’t quite right for you and you know someone who might be a good fit, all successful introductions that end in employment will benefit from an introduction bonus of £1000 for successful placement when they pass their probation.