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Document Coordinator

2 months ago

London, Greater London, United Kingdom Architypes Talent Ltd Full time
Job Description

Location: London

Salary: £37,000 - £40,000

Overview

We are seeking a highly organized and detail-oriented Document Controller / Project Coordinator to join our team at Architypes Talent Ltd. This role involves providing comprehensive administrative support to our team, as well as to our Director and Associate Directors.

Main Responsibilities

  • Provide ad hoc administrative and coordination support to Project Architects and relevant teams.
  • Assist with project submissions, including arranging material shipments and coordinating with clients and consultants.
  • Format correspondence and liaise with clients and consultants to ensure timely and accurate communication.
  • Handle travel bookings for the team, including securing international visas and arranging transportation.
  • Help project leaders update project-related information on internal workspaces and ensure data accuracy.
  • Coordinate and arrange documents for the Cluster, including formatting and distributing reports.
  • Set up meetings, design review sessions, and conference calls, including sending invitations and preparing necessary documents or agendas.
  • Provide ad hoc support for project presentations using PowerPoint or InDesign, ensuring high-quality visual aids.
  • Coordinate with facilities management for desk moves, stationery, and other office needs to maintain a productive work environment.
  • Collaborate with IT to resolve computer-related issues or queries, ensuring minimal downtime.
  • Work with reception to manage meeting room bookings, post, and couriers, ensuring seamless communication.
  • Coordinate with the People and Talent team for onboarding new starters and scheduling interviews, ensuring a smooth transition.
  • Organize annual staff appraisals for the Cluster, including scheduling and coordinating logistics.
  • Arrange document translations as required, ensuring accurate and timely communication.
  • Assist in maintaining the tidiness and organization of the designated studio area, promoting a healthy work environment.
  • Help organize refreshments and occasionally assist with cluster event preparation, fostering a positive team culture.
  • Provide cover for other Project Coordinators during holidays or sickness, ensuring continuity.
  • Support management meetings by providing overviews of cluster forecast costs, invoicing, debtor lists, and project resourcing, ensuring informed decision-making.
  • Coordinate with the New Business team on new project proposals, ensuring timely and accurate communication.
  • Assist with project invoicing and staff planning, as directed, ensuring accurate and timely financial management.
  • Check timesheets and facilitate project resourcing allocation, ensuring efficient resource utilization.
  • Liaise with accounts and other departments on behalf of the Cluster and its staff, ensuring seamless communication.
  • Occasionally help organize social events for the team, promoting a positive work environment.

Requirements

  • Strong communication skills, both written and verbal.
  • Excellent interpersonal abilities, with diplomacy, professionalism, and tact in handling a variety of situations and personalities.
  • Proficiency in IT tools (Word, Excel, PowerPoint, Outlook, InDesign), with a strong understanding of software applications.
  • Strong organizational skills, particularly in a fast-paced and evolving environment, with the ability to prioritize tasks and manage multiple projects.