Architectural Practice Administrator

Architectural Practice Administrator                                                                                                

PURPOSE

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

RESPONSIBILITIES

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.

PERSON SPECIFICATION

Essential

• 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

Desirable

• 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)

KEY SKILLS/COMPETENCES/QUALIFICATIONS REQUIRED

• 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