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Project Administrator
2 months ago
Job Summary
We are seeking a highly organized and detail-oriented Document Coordinator / Project Administrator 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 vendors.
- Format correspondence and liaise with clients and consultants to ensure timely and effective 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 preparing and distributing meeting materials.
- 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 visual appeal and clarity.
- 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 to ensure seamless communication.
- Coordinate with the People and Talent team for onboarding new starters and scheduling interviews to ensure a smooth transition.
- Organize annual staff appraisals for the Cluster, ensuring timely and effective feedback.
- Arrange document translations as required to ensure global communication.
- Assist in maintaining the tidiness and organization of the designated studio area to promote a healthy work environment.
- Help organize refreshments and occasionally assist with cluster event preparation to foster team collaboration.
- Provide cover for other Project Coordinators during holidays or sickness to ensure continuity.
- Support management meetings by providing overviews of cluster forecast costs, invoicing, debtor lists, and project resourcing to inform decision-making.
- Coordinate with the New Business team on new project proposals to ensure timely and effective communication.
- Assist with project invoicing and staff planning, as directed, to ensure accurate and timely financial reporting.
- Check timesheets and facilitate project resourcing allocation to ensure optimal resource utilization.
- Liaise with accounts and other departments on behalf of the Cluster and its staff to ensure seamless communication.
- Occasionally help organize social events for the team to foster camaraderie and team building.
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.
