Creative Support | Permanent | London | £34,000/annum

Office Manager for Well-Established Architectural Firm Job

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One of Europe’s leading and well-established architectural practices is looking for a capable Office Manager to look after their London office. This role is incredibly varied and rewarding for the right person with a great attitude and experience supporting an architectural practice.

This practice offers a wonderful benefits package and would be a career-defining opportunity for an ambitious Office Manager looking to progress their career in the architectural industry.

Responsibilities of the Office Manager

PA Support

  • Extensive diary management for the Directors at Board Level
  • Management and booking of travel and hotel arrangements
  • Collating and distributing board papers which contain highly confidential information
  • Typing letters and minutes and agendas
  • Arranging business development meetings with new and existing clients
  • Cost coding the Managing Directors credit card
  • Timesheets and expenses
  • Preparation of documents, letters, emails and faxes
  • Liaison with clients and contractors at all levels
  • Liaison with other offices
  • Maintain QA/MIS system as required
  • Preparation and coordination of information for tender submission documents
  • Deal with incoming and outgoing post
  • Management of document filing and retrieval using manual and electronic systems
  • Co-ordinate preparations for meetings and arrange refreshments
  • Filling in all QA documentation and in accordance with QA procedure
  • Copying and scanning drawings and documentation
  • Day-to-day running of administration of the project/s
  • General typing

Office Management

  • In charge of the day to day running of the office which can include ordering stationary and printing consumables and ensuring the kitchens are well stocked with supplies
  • Responsible for the company flat, diary bookings, maintenance and key holder
  • Reception cover as and when required including answering the phones, meeting room bookings and refreshments for meetings
  • 1st aider and Fire Marshal
  • Ordering couriers
  • Liaise with the Landlord and cleaners on any day to day issues concerning the premises
  • Staff functions and events

Local Health and Safety Coordinator

  • Set SHEQ targets for the office (Safety, Health, Environment and Quality) and ensure these targets are being met
  • Minute monthly SHEQ meetings to raise awareness of any SHEQ issues
  • Ensure that all employees within the office, including the induction of new starters, fully understand and observe the Health & Safety (H&S) Policy and their delegated responsibilities
  • Ensure that effective channels of communication are provided within the office.
  • Regularly inspect areas of control to ensure that the objectives of the H&S Policy are being met
  • Ensure that the fire and first aid arrangements meet with those required by legislation and that all employees are aware of the arrangements and are trained in their use
  • Ensure that all new employees are provided with the necessary information and training on health and safety matters
  • Set yearly office objectives to reduce our burden on the environment, review objectives twice a year
  • Assist and advise staff on safety precautions required to be implemented
  • Order and upkeep Personal Protective Equipment for staff attending site
  • Ensure regular liaison with Practice’s Quality & Environmental Manager

HR Administrator and Local Training Co-Ordinator

  • Responsible for all HR administration including contracts, appraisals & new starter inductions, and probationary reviews
  • Organising contract staff when required, liaising with recruitment agencies, agreeing fees and arranging interviews
  • Writing references
  • Liaising with HR in regards to any staff issues or grievances
  • Organising training plans for staff
  • Arranging CPD’s on a regular basis

Admin Support to the Architects

  • All aspects of admin support to the architects. This can include fee proposals, specifications, drawing schedules and printing drawings
  • Organising travel and visas
  • Typing project related correspondence

Local Marketing Coordinator

  • Project management of corporate hospitality events including MIPIM, involving organising venues, guest lists, set-up and attendance.
  • Co-ordination of award submissions.
  • Co-ordination of Christmas Card mailing lists
  • Producing PQQ’s and bids in InDesign (basic knowledge)
  • Assistance with the production PowerPoint presentations (basic knowledge)
  • RIBA Surveys, compiling practice information
  • Maintenance, production, editing and updating of CVs and project sheets
  • Uploading and tagging images onto Open Asset
  • Arranging for staff to attend award ceremonies and dinners
  • Managing NLA subscription and arranging for staff to attend events

If this sounds like a challenge you are up for and you have the experience to bolster your ability to do the job, get in touch ASAP with Gabrielle Saw, Creative Support Team Leader at Adrem Group without delay!

Apply for Office Manager for Well-Established Architectural Firm Job
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