Office Assistant

3 weeks ago

London, United Kingdom Glenn Howells Architects Full time

**Main purpose of role**:
To provide a composed, professional, efficient front of house service to our external guests, and a comprehensive system of support to the Design Studios.

**KEY TASKS**

**Clients and meeting preparation**:

- Take responsibility for the front of house experience for our staff, clients and visitors, ensuring all areas are well presented and the expectations of our guests are exceeded every time.
- Maintain meeting room bookings and ensure rooms are ready and prepared ahead of time.
- Confirm IT, catering and other requirements for each room booking to ensure correct set up.
- Become an expert in our IT presentation equipment to facilitate meetings and resolve basic queries.
- Become the ambassador for our offsite meeting room and staff working spaces, including bookings.

**Studio coordination**:

- Support the Directors and Studios by assisting with daily administrative tasks i.e. document production, preparing presentations, and conducting research.
- Assist with tasks posted on the Operations Helpdesk (e.g. travel booking, IT requests, courier bookings, etc.)
- Provide ad hoc support for the Executive Coordinator and the Studio Coordinator when required.
- Motivate and encourage the Studio teams to maintain a tidy and organised workspace.
- Take ownership of the Studio kitchen ensuring it is well stocked, organised, and tidy.
- Take ownership of the printing systems, processes, machine upkeep, and training for staff.
- Take ownership of storage and filing for London, initiate and implement solutions and systems for ease of access to information, equipment and materials.
- Assist with upkeep of the model workshop; arranging couriers and careful packaging of design models when transported.
- Ensure adequate office supplies are maintained at all times.

**Finance**:

- Preparation of purchase orders on Rapport, awareness of budgets and authorisation limits.
- Champion the Rapport expenses and purchase order modules, training team members.

**People and training**:

- Assist with the daily attendance checklist, ensuring accuracy and timely reporting.
- Assist the London Executive Coordinator with HR administrative tasks i.e. scheduling interviews, starter/leaver processes, and arranging quarterly check-ins/annual reviews.
- Assist with coordinating the training and CPD programmes for London Staff.
- Assist the Social Committee, helping to ensure a regular and lively social programme is in place for the London Studio.
- Assist with scheduling the presentation training programme for junior Studio team members.
- Assist the London Executive Coordinator with implementing staff wellbeing initiatives.

**Communications and events**:

- Assistance with planning and delivering internal and external events.
- Assistance with developing internal and external communications and social media content for the London Studio.
- Assist with maintaining project information on Rapport to provide marketing and communication opportunities.
- Assist the London Executive Coordinator with student connectivity projects and initiatives; including work experience programmes for both school and university students.
- Keep both the literature & resource library register, and the panels/memberships register updated.
- Assist with the Corporate Social Responsibility initiatives for the London Studio - including staff wellbeing, engagement with local charities, sustainability, and community networking initiatives.

**Systems and processes**:

- Assist the Executive Coordinator with Project Control Files, and with the preparation of information to ensure the company maintains ISO 9001/14001 accreditation.

**PERSON SPECIFICATION**

**Qualifications**:

- Level 3 Business Administration or equivalent

**Knowledge and experience**:

- Worked in a busy office environment

**Personal attributes**:

- A bright, positive, and sociable attitude with a willingness to be flexible and help out when needed
- Strong organisational skills with meticulous attention to detail
- Ability to communicate on all levels with a high level of professionalism
- Works well without supervision and is highly motivated

**Job Types**: Full-time, Permanent

**Salary**: From £25,000.00 per year

**Benefits**:

- Company events
- Company pension
- Cycle to work scheme
- Life insurance
- Private medical insurance
- Referral programme
- Sick pay

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

Work Location: One location

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