Job purpose:
To provide support to the studio for all administrative tasks and to provide a PA service for the senior managers within the studio.
Duties:
responsibility for the studio information management and document control systems, including filing incoming and outgoing drawings and documents. Is the “go to” person for all filing related queries
timetabling and booking all regular internal and external meetings, ensuring documents are prepared and issues in a timely manner and minuting meetings as required
keeping regular team calendars up to date, including the studio calendar, studio holiday calendar and tracking training requirements
issuing drawings in paper and electronic form and via FTP sites, including the preparation of issue sheets
quality control of all written communications/information for the project team (letters, minutes, e-mails etc.)
taking messages, arranging meetings, organising studio social events, diary management and all issues relevant to the smooth running of the studio and projects based within the studio
assisting in the production of reports
general administrative duties including typing, photocopying, scanning, filing, archiving, binding and outgoing post
knowledge of relevant statutory authorities, clients, consultants and contractors relevant to the projects
Work experience:
must have proven experience in a similar role, coordinating a busy studio and multiple projects
knowledge of document control systems essential
working knowledge of Conject desirable
experience in an Architecture Studio desirable
Personal skills:
Good organiser:
a really good administrator with a natural attention to detail and ability to check and correct your own and others work accurately
able to manage conflicting priorities set by senior managers in the team
methodical
takes pride in getting things right
good at following things through to completion, with consistency, even for mundane tasks
Communication skills:
ability to listen carefully to instructions given and clarify what is expected
able to work effectively with others
professional telephone manner
Professional:
a good work ethic, which is demonstrated in your personal approach
understanding and demonstrating the values of a professional services firm
able to understand and to work to deadlines
the workload may require longer working hours from time to time so a flexible and willing approach to work is vital, along with good time keeping and commitment
understands the need for confidentiality
Proactive:
to be able to work on your own initiative
Flexible:
able to multi-task and remain calm and well organised even when under pressure
being able to prioritise or check with appropriate people if unsure about priorities
a good team worker
cheerful, positive and helpful
willing to help with reception cover and kitchen duties as required e.g. staff sickness
Application deadline: October 5, 2015
How to apply
Please apply by sending an email containing your CV and a covering letter to: l.byrne@pdplondon.com