Office / Admin Manager

Report to:        Practice Manager and Directors

Location:         Liverpool City Centre

Salary:             Negotiable

Working Hrs:   Part Time or Full Time up to 37hrs

Overview:

DK-Architects is a medium sized architectural practice in the centre of Liverpool.  We are looking for an Office/Admin Manager to join our team.

The role of Office/Admin Manager is integral to the vision of the DK-Architects, supporting the Practice Manager and Directors on the strategic focus of the Practice including business development, resourcing and relationship management. 

The role will include supporting and improving the performance and wellbeing of the team, implementing and developing processes and procedures and assisting in the smooth operation of the business.

Responsibilities

Administration

• Manage the general administration for the Practice
• Act as the first point of contact for clients and visitors at the office
• Manage staff time sheets, holidays and leave
• Manage all general Practice emails and redirect as required
• Maintain office supplies

HR

• Oversee HR for the Practice including working with our external HR consultant
• Assist in the preparation and execution of contracts including employment contracts, supplier contracts and architectural appointments.
• Assist with recruitment
• Act as the ‘go-to’ person for general queries or concerns and relay relevant information to the relevant people

Support

• Provide day-to-day support to the Architectural Staff and Management Team
• Work with our external IT Support Consultants to ensure the efficient operation of our systems including ensuring that all staff have the necessary hardware and software
• Support the Practice Health and Safety Manager to create and implement Health and Safety Policies
• Facilitate and organise the monthly Practice Meetings including agenda and minutes
• Manage day-to-day office maintenance

Standards

• Develop, implement and maintain our ISO 9001 and ISO 14001 accredited Management Systems
• Review, maintain and implement the GDPR policies within the Practice

Finance

• Manage in-coming and out-going invoicing and payments for our suppliers and clients
• Manage and maintain our accounting software – ‘Sage’

Role Requirements

• Minimum 3 years’ experience in Office / Admin Management or an equivalent role
• Outstanding communication skills, verbal and written
• Positive can-do attitude, self-motivated and proactive
• Personable and able to build relationships
• Discretion - capable of handling confidential information
• Exceptional time management - able to manage competing demands
• Demonstrated planning, project management and analytical ability

Technical Skills

• High proficiency in Microsoft Office including Outlook, Excel and Word
• MAC or PC competent (MAC preferred)

Preferred Skills (but not essential)

• Bachelor’s Degree in Business Administration / Management or equivalent
• Architectural or design background
• Experience of Sage Accounting Software or similar

About DK-Architects

Over three decades, DK-Architects has built a reputation, and gained many awards, for designing and delivering successful and sustainable buildings, spaces and places.  We work across many sectors: commercial, cultural, housing, health, leisure, masterplanning and urban regeneration.

We are an equal opportunities employer and welcome applicants from all backgrounds.