Project Administrator | London | CS001F

• Location London Office

• Contract Permanent

• Closing date 12th of May 2023

• Salary Competitive plus employee benefits

Role

The Project Administrator is a key member of the project team providing full administrative support to the members of the project architectural team. The role comprises both structured duties and the necessity to respond to the needs of the project team on an ad-hoc basis.

A Project Administrator is responsible for maintaining the various administrative systems across the practice and ensuring compliance with document control and quality management protocols.

A Project Administrator is likely to be working on more than one project at any time and will also act as PA on an ad-hoc basis to the management team, as well as co-ordinating members of the project teams.

Responsibilities

• Providing support to a number of architectural project teams across a variety of projects and RIBA stages.

• At early project stages this involves presentation and report production (using Powerpoint InDesign) and includes the co-ordination and collation of information and imagery from both project teams and external consultants. Maintaining and updating project contacts, calendars and document libraries.

• Through latter project stages, support is provided through document control; co-ordinating information with the teams and managing document workflow/issues both internally and from the wider design team. Document uploads/downloads through external extranet platforms.

• Throughout all stages the Project Administrator ensures project team compliance with internal Quality Management procedures and correct document and filing protocols.

• Assisting in completion of checklists at the end of all project workstages to ensure project teams’ compliance with all internal procedures and reporting to the Quality Management team.

• Managing workloads and deadlines across multiple projects and feeding back to the wider Creative Support team.

• Diary management and PA duties for team members including scheduling meetings, catering and travel as well as similar ad-hoc PA duties for various members of the management team.

• Assist the wider administrative team with tasks as required, including implementing new systems and procedures, periodic reception cover and assistance with the general running of the studio, arranging and running social events, and so on.

Personal Attributes

Essential

• Proficient in Microsoft Office suite skills (Outlook, Word, Excel, PowerPoint)

• Previous PA and diary management experience

• Previous experience working within architecture, the wider built environment or other design focused industries

• Strong communication skills; verbal & written

• Ability to work under pressure and prioritise tasks in order to meet deadlines

• Collaborative approach to all tasks, working inclusively and effectively within a wider team

Desirable

• Knowledge of SharePoint & Open Asset

• Experience in managing data systems such as external intranets

• Experience in working with Adobe suite skills, in particular InDesign and Photoshop

• A passion for sustainability

• Awareness of EDI issues in the built environment

The company offer a number of benefits to support their employees mental, physical and financial wellbeing, including:

• Workplace pension including employer contributions (on completion of 3-month probation)

• 28 days annual leave, increasing to 33 days for long-term service (including bank holidays)

• Full office closure over the Christmas period in addition to your annual leave allowance

• Discretionary bonus scheme (dependent on company performance) with the ability to pay tax-free bonuses via the Employee Ownership structure

• Flexible working policy

• Smart working policy for home/remote working

• Life Insurance cover

• Health ‘Cash Plan’ cover providing access to various medical benefits

• Income Protection cover

• Employee Assistance Plan and office well-being initiatives

• Occupational sick pay

• Enhanced Maternity, Paternity and Shared Parental Leave pay

• Climate perks travel policy

• Travel season ticket policy

• Annual flu immunisation

• Eyecare vouchers

• Cycle-to-work scheme

• Access to additional benefits via BCorp and Smart Pension memberships

How to apply

Please send your CV and a cover letter which should also include your current notice period, and eligibility to work in the UK, to Danna Walker at email info@builtbyus.org.uk using “Project Administrator” in the subject line by 12th May 2023 - you can use the button below.

In addition to the above requirements, you are invited to take part in our anonymous Job Application Diversity Survey. Results will only be used in an aggregated way that does not allow identification in line with the company Privacy Policy.

The company is an equal opportunities employer, they are committed to developing an inclusive environment where everyone is able to contribute and thrive. All applications are welcome regardless of background.