Administrative Coordinator

Luminary is a full-service design firm that specializes in the marriage of technology and physical space. We combine world class aesthetic design with bleeding edge technical prowess to create and enrich physical experiences, products, and services. We take pride in our ability to push the envelope and develop maiden solutions for our forward-thinking clients.

Luminary is seeking an Administrative Coordinator to join our talented team in the design and fabrication of multiple projects across the experiential design and technology integration industries. This full-time position is located in Baton Rouge, LA. Please submit resumes and any other information deemed relevant for application.

Roles & Responsibilities

ADMINISTRATION & OPERATIONS:

• Assist with accounting, insurance, accounts payable, licensing, taxes, and other administrative paperwork.
• Receive packages, inspect contents, manage returns, package items, and coordinate shipping.
• Schedule meetings with clients or visitors, send follow-up emails, and purchase gifts when needed.
• Make travel arrangements, including flights, lodging, and transportation based on requirements.
• Manage incoming administrative, business development, and maintenance communications,
• Check the Luminary admin, projects, and service email accounts on a day-to-day basis.
• Handle all facility-related communications and coordinate all facility maintenance needs.
• Keep fire extinguishers, fire alarms, and other important facility items up to date and compliant.
• Manage Luminary security protocols, facility keys, and employee access credentials.
• Manage administrative deadlines, including renewals, badging, and paperwork filing dates.
• Summarize and communicate incoming lead information, then schedule introductory meetings with clients.
• Maintain the company CRM and ensure that all lead information is current and accurate.
• Manage all incoming maintenance requests, tickets, scheduling, and communications.
• Ensure that all maintenance logs are current and manage maintenance related follow ups.
• Perform market research to determine the best options for procurement, subcontractors, rentals, or logistics.
• Create pricing comparisons that present findings in a clean and organized manner.
• Coordinate facility access for projects requiring high security, background checks, or special credentials.
• Assist team members in any way possible to improve processes and operations.

MAINTAIN the MAKETUARY:

• Be the guardian of our shared workspace and continuously find ways to make it better.
• Sort, label, and organize tools, equipment, project components, supplies, and paperwork.
• Set-up and maintain office printers, 3D printers, and associated ink, paper, and filament.
• Ensure that critical office and production supply inventories are maintained and stored properly.
• Procure office and production supplies online and make in-person supply runs as needed.
• Communicate with landlord and schedule meetings with repairmen for any facility issues or updates.
• Clean, dust, and sweep the shop regularly. Manage janitorial personnel and maintain accountability.
• Oversee organization across the office, shop, warehouse, and storage unit.

LOGISTICS & FABRICATION:

• Handle all shipping and transit logistics, including hiring and managing private couriers.
• Book rental trucks, coordinate schedules, manage drivers, and arrange lodging for transportation.
• Ensure that transportation methods, sizes, and prices meet project needs.
• Handle all customs paperwork for international shipping and transportation logistics for international projects.
• Create and manage organized packing lists for all projects based on specific project requirements.
• Communicate shipping updates to clients, truck drivers, and other relevant personnel.
• Be present to receive and inspect all shipments and deliveries at the shop or on job sites.
• Coordinate with drivers about marshaling yards, security gates, or other specific requirements.
• Schedule rental equipment and tools as needed for in-shop or on-site work.
• Assist with fabrication, supply runs, storage retrievals, maintenance visits, and other tasks as needed.