Architectural Practice Administrator

Thriving and historic centre of Bristol, great location.
£16,000 - £17,000 pro rata, dependent up experience, approx 25 hours per week (set hours TBC)
18 Sep 2018
16 Oct 2018
Admin Assistant Application
Contract Type
Part Time

Architectural Practice Administrator                                                                                                


  • Provide reception and administrative support for the practice, equally across both studios


General admin

  • Act as first point of contact for the practice, meet and greet visitors and answer calls in a professional and friendly manner. Record and relay accurate telephone messages and deal appropriately with hoax calls/unwanted sales calls.  
  • Arrange catering and refreshments for office based meetings
  • Open, sort and distribute/scan post in and deal with post out, couriers etc. Cash in cheques.  
  • Maintain stationary supplies including toner and paper for printers and copier. Liaise with print engineer/contractor including recording usage levels.
  • General office procurement i.e. furniture, electrical equipment etc. ensuring all VAT receipts and invoices & delivery notes are passed onto the Practice Manager. 
  • Ensure all filing is accurate and up to date, including FM admin server, project paper filing, NBS filing etc.
  • Manage and undertake the practice archive, keep on top of which projects need archiving and maintain up-to-date records
  • Managing the practice library, filing practice magazines, supplier brochures and other reference information
  • Organise printing, binding and scanning of documents as required
  • Housekeeping responsibilities, ensuring the kitchen area is kept clean between cleaners shifts (filling/emptying the dishwasher) keeping supply of clean tea towels available and ensuring bins are put out weekly
  • Arrange restocking of kitchen supplies, tea, coffee, milk, cleaning agents etc.
  • Formatting documents/presentations, in word and InDesign and proof reading/spell checking
  • Petty cash/keys/cameras etc., day to day holder of
  • First Aid, manage office first aid box supplies. Keep PPE equipment organised, clean and in stock.
  • Obtain quotes for services, venues & products etc.
  • Updating CPD records, office diary, setting up MR, organising tickets, catering & transport
  • Occasionally attend meetings - including minute taking
  • Use BT Business portal to update service settings i.e. Voicemail etc.
  • Ensure all meeting rooms, studios and basement are kept tidy and organised.
  • Ensure any tasks listed here are carried out in this roles absence (where this role has the sole responsibility/know how)
  • Facilities management, offer support in absence of Practice Manager/Director (liaise with tenants, contractors, security and fire alarm engineer, cleaner, window cleaner, CPD providers, waste collection etc.)
  • Database management, inc. setting up new projects & creating project directories
  • Support Environmental Manager by complying with Environmental QA procedures i.e.  keeping up-to-date recycling and waste logs, electronic procurement logs, obtaining waste carrier certificates etc.




  • Confident communicator (written and spoken) at all levels (from suppliers to Directors)
  • Good administration skills
  • Good presentation skills and attention to detail
  • Excellent organisational skills; workload and working area
  • Strong interpersonal skills
  • Professional, friendly and approachable manner with presentable appearance
  • A team player (a people person)
  • Will have a proactive and flexible attitude towards workload
  • Work using own initiative
  • Ability to work well under pressure and multitask
  • Good general administration experience
  • Problem solving skills
  • An interest in working in creative/design industry


  • Some knowledge of InDesign (and Photoshop) or an alternative design package
  • Some experience of data entry using databases
  • Experience of working in a small business (10-20 staff)


  • Typing skills: 45wpm+ (with high level of accuracy)
  • Administration qualification, a good pass at intermediate level
  • IT skills: Competent user of MS Office, especially Word, Excel, and Powerpoint (Mac experience desirable)
  • Educated at least to GCSE level with passes at grade C or above in English and Maths

Please send a covering letter and CV electronically addressed to Nic Prosser (Practice Manager). STRICTLY NO AGENCIES PLEASE