Studio Coordinator - London, United Kingdom - Adrem Group

Adrem Group
Adrem Group
Verified Company
London, United Kingdom

1 month ago

Tom O´Connor

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Tom O´Connor

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Description

Studio Coordinator

Architectural Practice

Office Based

£25-£30k

London


An exciting opportunity has arisen at growing and collaborative architects for an energetic and self-motivated Studio Coordinator to join the small but effective operations team.

This practice is well established and has won an international reputation for its award-winning housing, cultural, educational and mixed-use projects

Experience of / interest in art and design is essential.

Office and Administration responsibilities

  • Support the development of office systems with Directors and Operation Director
  • Coordination and maintenance of studio infrastructure and working spaces
  • Oversee/implement health and safety policy and fire safety assessment
  • Management of telephone and alarm systems
  • Liaising with external IT collaborator and backup tapes administration
  • Manage printer contract and liaison with printer leasing company whenever needed
  • Support the Directors to ensure compliance to GDPR regulations
  • Day to day liaison with landlord and management company
  • Central hard copy information resource of
  • Supervision of tidying the studio and contract cleaning
  • Welcoming clients and visitors to the studio and organising, booking and preparing meeting room/tables for meetings
  • Coordination of all studio CPDs, talks and lectures, trips and social events
  • Restocking of office supplies (stationery, fruit, cleaning supplies, etc)
Finance and HR responsibilities

  • Support the Operations Director and Finance Manager to collate information and maintain adequate records for:
  • Monitoring and recording of staff annual leave and sick allowances
  • Employee contract administration and new staff inductions
  • Organisation, administration and minutes of yearly staff reviews
  • Monitoring, updating, upkeeping of the resourcing spreadsheet
  • Recruitment and interviewing of administration team
  • Planning and coordination of work experience placements
  • Updating the HR and resourcing software with staff information, and ensuring architectural staff update their timesheets on a weekly basis
Project responsibilities

  • Ensure client contract is kept in central resource
  • Updating virtual archiving system to ensure a tidy and accessible project filing structure
  • Support Associates, Directors, and Operations Director with any project administration duties as needed
  • Achieving ISO9001 certified status by end of 201
  • Monitoring and administering systems relating to project resources cost in conjunction with the Operations Director
  • PA responsibilities_

Covering for the PA as needed, including:

  • Administration, filing and coordination of all domestic utility invoices and contract renewals for directors.
  • Diary management and scheduling as required
Undertaking such other duties as may reasonably be required.

This role works in close conjunction with the part time Operations Director, the full time PA to the Directors, and the Project Accountant.


  • Personal Specification_
Proven experience in a similar role

Excellent communication and people skills

Proficient in using computers and Microsoft Office, especially Excel

Ability to pick things up quickly and make decisions using initiative

Excellent accuracy and attention to detail

Organised, flexible, and proactive approach to work

Superb organisational and time management skills

Ability to deal with sensitive personnel matters and confidential information with discretion.

Calm, effective and positive approach to any stress in the studio

An understanding of basic financial tasks such as petty cash administration and reconciliation

An interest in the arts, in particular contemporary architecture and/or visual arts

Experience in an HR and/or Finance role

If you have the above skillset and experience, please submit your CV
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