Document Coordinator

4 weeks ago

London, Greater London, United Kingdom Architypes Talent Ltd Full time
Document Controller / Project Coordinator

Location: London

Salary: £37,000 - £40,000

Job Summary:

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.
  • Format correspondence and liaise with clients and consultants.
  • Handle travel bookings for the team, including securing international visas.
  • Help project leaders update project-related information on internal workspaces.
  • Coordinate and arrange documents for the Cluster.
  • 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.
  • Coordinate with facilities management for desk moves, stationery, and other office needs.
  • Collaborate with IT to resolve computer-related issues or queries.
  • Work with reception to manage meeting room bookings, post, and couriers.
  • Coordinate with the People and Talent team for onboarding new starters and scheduling interviews.
  • Organize annual staff appraisals for the Cluster.
  • Arrange document translations as required.
  • Assist in maintaining the tidiness and organization of the designated studio area.
  • Help organize refreshments and occasionally assist with cluster event preparation.
  • Provide cover for other Project Coordinators during holidays or sickness.
  • Support management meetings by providing overviews of cluster forecast costs, invoicing, debtor lists, and project resourcing.
  • Coordinate with the New Business team on new project proposals.
  • Assist with project invoicing and staff planning, as directed.
  • Check timesheets and facilitate project resourcing allocation.
  • Liaise with accounts and other departments on behalf of the Cluster and its staff.
  • Occasionally help organize social events for the team.

Requirements:

  • Strong communication skills, both written and verbal.
  • Excellent interpersonal abilities.
  • Proficiency in IT tools (Word, Excel, PowerPoint, Outlook, InDesign).
  • Strong organizational skills, particularly in a fast-paced and evolving environment.
  • Diplomacy, professionalism, and tact in handling a variety of situations and personalities.

This is an excellent opportunity for an experienced Document Controller / Project Coordinator to join a leading Architectural Practice. If you are a highly organized and detail-oriented individual with excellent communication skills, we encourage you to apply.

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