Studio Administrator

5 months ago

Oxford, United Kingdom LDA Design Full time

We are currently recruiting for a motivated, energetic and confident Studio Assistant to join our friendly and supportive Business Support team, based in Cassington surrounded by the beautiful Oxfordshire countryside. As the first point of contact for clients and consultants, you will need to demonstrate excellent communication skills, both verbal and written.

This is a very varied role, where you will be responsible for front of house, supporting project teams with bid and project administration, coordinating travel arrangements, management of office supplies, maintaining office environment and general administration support for the studio. Our studio is a fast-paced environment, and we are therefore looking for a resourceful and articulate person who can respond and prioritise tasks effectively.

**Key features of role**:

- Business support regarding items such as report production, printing, travel arrangements.
- Support the Studio Manager with contributions to the development and communication of LDA Design’s culture, policy, systems, especially in relation to creativity, environmental care and the respect of others in the workplace.
- Support the Studio Manager in providing and undertaking training where necessary.
- Support the Studio Manager in ensuring office health and safety compliance and routine checks and certifications are carried out.
- Support the Studio Manager in relation to the implementation of the Quality Management System (QMS) 9001:2015 and WWW and ensure project administration checks are routinely carried out.
- Support the Studio Manager in relation to the implementation and delivery of Environmental Management System (EMS) 14001:2015 within the office.
- Support the Studio Manager to ensure the delivery of office cleaning contracts and office security/alarms.
- Support the team to improve ways of working to aid communication, collaboration and efficiency.
- Ensure the effective delivery of office administrative and reception services.
- Social and Office events coordination.
- Project Administration including attending internal inception meetings, minute taking, report formatting.
- Provide Project Administrator role to proactively support Project Leaders and play an active role in set-up, finances, invoicing and ensuring the WWW is followed.

**General Business Support role which includes**:

- Answering telephone calls.
- Maintaining and servicing meeting rooms
- Client interface.
- Update the main practice database (iCAN).
- Assisting with bid preparation.
- File Management.
- Office Archiving.
- Booking travel arrangements for staff.
- Booking couriers.
- Maintaining Print Room and stock levels.

**Person specification**:

- Proven experience of working in an office environment.
- Good working experience of Microsoft packages including Outlook, Excel, Word, InDesign (preferred but not essential).
- Keen and Self-motivated.
- Flexible approach.
- You will have the ability to work as part of an effective team, use your initiative, and possess the confidence to take full responsibility for your work.
- You should have great interpersonal skills and the ability to communicate at all levels.
- Possess a strong eye for detail and self-motivation.
- The ability to maintain a high degree of discretion and confidentiality.

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

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