Studio Manager | Publica | London
Term: Permanent contract
Hours: Full-time
Salary: £35-40k dependent on experience
Closing date: 7th August 2023
The Studio Manager is responsible for ensuring that the Publica offices are a comfortable, productive and enjoyable place of work for the whole team. Additionally, the Studio Manager is responsible for liaising with Publica’s Finance Manager, raising invoices and paying suppliers.
Pro-active and engaged, the Studio Manager will have ownership over facilities, IT and other resources required for the successful day-to-day operations of the office. In addition, the Studio Manager provides clear internal communications on office activities and holds responsibility for duties relating to staff wellbeing.
Publica is a London-based urban design and public realm practice that works to make our cities more successful, functional and beautiful. Publica surveys neighbourhoods, undertakes rigorous research and provides strategies and design for innovative, inclusive and sustainable growth, policy and planning.
Our multi-disciplinary team includes specialists in urban design, planning, policy, research, graphic design and communications. Publica’s Community Interest Company is running an ambition campaign to upskill the built environment sector on gender and inclusive cities research and practice. We are a supportive and inclusive team of around 20 people.
Role
Duties include:
Studio management
Ensuring office facilities are running smoothly, including liaison with building management and reception teams in relation to any issues.
Working with the finance team to establish budgets for facilities and office purchases and contract management of office suppliers (i.e. couriers).
Ensuring IT systems are fully operational, including project team’s software requirements, and liaising with external IT suppliers in relation to any issues.
Understanding team requirements in terms of other project resources (eg. books, materials), and working within agreed budgets.
Responsibility for procedures relating to staff safety (eg. fire, health & safety).
Maintaining office policies, as agreed by SMT, and ensuring a clear understanding of them across the team.
Ensuring a tidy office at all times, well-prepared meeting rooms and an overall excellent reception for clients and other visitors.
HR/ Internal communications and staff wellbeing
Supporting the weekly office meeting and providing clear communication of office activities, priorities and milestones throughout the week.
Coordinating with other teams (inc. senior management and finance) to ensure all team members have clarity on their allocation to projects and time management.
Helping to manage the studio’s health & well-being aspirations for staff, including managing activities that improve staff health, supporting learning & development initiatives and organising events.
Supporting new employee contract negotiations and preparing employment contracts.
Running the staff induction programme.
Tracking staff holidays and sick days.
Assisting with the coordination of recruitment activities, if required.
Acting as a first point of call for all staff members who wish to raise any personal/professional matters, work-life issues and HR matters, and sensitively taking the appropriate actions.
Coordinating the annual appraisal schedule.
Finance administration & project management:
Invoicing clients
Following up with overdue invoices (with support from Directors)
Approving supplier payments and providing invoices for payment to the Finance Manager and/or authorising payments using Online Banking.
Liaising with external payroll providers and preparing payroll summaries on monthly basis
Liaising with external bookkeepers by providing receipts and invoices for Quickbooks
Attending weekly finance meetings
Attendance at weekly Admin & Ops meetings to support Directors with follow-up actions
Administration of Harvest for new projects and closing complete projects
Recharging project costs to clients (printing, expenses, travel etc.)
Supporting the team on an ad-hoc basis with project submissions and pitches
Supporting the Project Directors to liaise with solicitors and insurers on Contract management
Supporting the Project Directors in relation to project administration, including agreeing fees, t&cs and drawdown schedules.
Terms
Term: Permanent Contract
Location: The role is primarily based on-site at Publica’s premises on Temple Avenue Road in Temple.
Salary £35-40k per annum
Employer
We are a small company that recognises the importance of diversity within our team. Understanding and representing different perspectives and ways of experiencing our urban environments is critical to our work. As Jane Jacobs succinctly put it,
We have an inclusive, family-friendly, equitable culture with flexible working and regular opportunities for training and staff development. We are respectful, supportive and welcoming to each person on our team, the people that we work with on our projects, and to everyone in our wider community. As a result, we have built a wide network of clients, collaborators and friends of the company who share our ethos and values.
We encourage applications from people of all backgrounds, experience, age, nationality, race, sex, sexual orientation, gender identity, religion, belief and disability. Join us at Publica in making cities more functional, equitable and beautiful.
To Apply
Please send a CV and cover letter stating which position you are applying to recruitment@publica.co.uk by Monday 7th August 2023.
Please note:
Publica welcomes applications for the Temporary Studio Manager position (Summer 2023) whilst we undertake the hiring process for the full-time position. The deadline for the temporary position is Monday 17th July.