Document Coordinator
6 days ago
We are seeking a highly organized and detail-oriented Document Controller / Project Coordinator to join our team at Architypes Talent Ltd.
Main Responsibilities:
- Provide comprehensive administrative support to the team, including the Director and Associate Directors.
- Assist with project submissions, including arranging material shipments and coordinating with clients and consultants.
- 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.
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