Project Support Specialist

3 weeks ago

London, Greater London, United Kingdom Zaha Hadid Architects Full time

Position Overview

Zaha Hadid Architects is on the lookout for a dedicated Project Coordinator to join our dynamic team. This role involves providing essential administrative support to various departments, including Directors and Associate Directors.

Daily Responsibilities

Manage diary schedules, coordinate internal and external meetings, and arrange site visits, including travel logistics. Offer administrative and coordination assistance to Project Directors and senior team members. Address inquiries, developing a clear understanding of requirements and responding appropriately. Organize travel arrangements and bookings, ensuring necessary approvals from management. Collaborate with the finance department to prepare cost-related documents such as invoices, fee proposals, and contracts. Support Directors with expense management. Assist fellow Project Coordinators across all teams. Serve as a contact point for questions and support for other Project Coordinators. Provide training and guidance as needed. Offer assistance to all Project Coordinators during peak periods.

Key Responsibilities

Deliver ad hoc administrative and coordination support to Project Architects and relevant teams. Review timesheets and aid in project resource allocation. Communicate with finance and other departments on behalf of the team. Assist in preparing documentation for project submissions. Format correspondence and liaise with clients and consultants. Coordinate travel bookings for the team, including international visa arrangements. Support project invoicing and staff planning as directed. Help project leaders in updating project-related information on the workspace. Collaborate with the New Business team for new project proposals. Assist in organizing documents for Cluster Management meetings, including forecasts, invoicing, and project resources. Set up meetings, design reviews, and conference calls, preparing necessary documents and agendas. Work with facilities management for office needs such as desk moves and supplies. Coordinate with IT for technical issues and upgrades. Liaise with Reception for meeting room bookings and courier services. Collaborate with People and Talent for onboarding and interviews. Organize annual performance reviews for the team. Manage document translations as required. Maintain a tidy and organized studio environment. Assist in organizing refreshments for team events. Provide coverage for other Project Coordinators during absences.

Required Skills

Strong communication skills, both verbal and written. Excellent interpersonal abilities. Proficient in IT applications (Word, Excel, PowerPoint, Outlook). Capable of prioritizing and planning effectively. Highly organized, particularly in a fast-paced environment. Demonstrates professionalism and tact in diverse situations. Relevant experience as a Project Coordinator or in a similar role.

About Zaha Hadid Architects

Zaha Hadid Architects (ZHA) has redefined modern architecture with a portfolio of projects that inspire globally. Our approach focuses on creating structures that are uniquely designed for the communities they serve. Established in 1979 by Zaha Hadid, ZHA is renowned for its innovative architectural solutions, blending advanced technology with sustainable practices. As an employee-owned firm, we reinvest our profits into our people and our projects, continuously enhancing our multidisciplinary research to address global challenges.

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