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Project Coordinator

2 months ago

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

About the Role

Zaha Hadid Architects is seeking a highly organized and detail-oriented Project Coordinator to join our team in London. As a key member of our Cluster, you will provide administrative support to our Director and Associate Directors, ensuring the smooth operation of our projects.

Key Responsibilities

  • Diary management, arranging internal and external client meetings and site visits
  • Provide administrative and coordination support to Project Directors and senior staff members within the cluster
  • Filtering queries, developing a sound understanding of their requirements and responding accordingly
  • Coordination of travel and all bookings, ensuring authorization from general management for members of the cluster
  • Document control and respond to third parties
  • Assist the Director with expenses
  • Assisting the Project Directors with P&Ls reviews, Baselines, to keep their projects at the agreed level of profit

Additional Responsibilities

  • Provide ad hoc administrative and coordination support to the Project Architects and relevant teams
  • Assist with project submissions such as arranging shipping for materials
  • Format correspondence & liaise with clients/consultants
  • Travel booking for the team including international visas
  • Assist project leaders updating project-related information on workspace
  • Co-ordinate and arrange documents for the Cluster
  • Set-up meetings, design review events & conference calls. Send invites & prepare documents/agendas where necessary
  • Adhoc support for project presentations in PowerPoint/Indesign
  • Co-ordinate with facilities management for desk moves, stationary & other office management items
  • Co-ordinate with IT for computer problems, upgrades & queries
  • Co-ordinate with Reception for meeting room booking, post & couriers
  • Co-ordinate with People and Talent for new starters, interviews etc.
  • Organise annual staff appraisals for the cluster
  • Organise document translations where needed
  • Assist in keeping the designated studio area tidy and organised
  • Helping organise refreshments with occasional assistance in preparation for cluster events
  • Cover other project coordinators' holidays/sickness
  • Management meetings: overview of cluster forecasts costs, invoicing, debtors lists and project resourcing
  • Co-ordinate with the New Business team for new project proposals
  • Assist with project invoicing & staff planning as directed
  • Check timesheets & facilitate the allocation of project resourcing
  • Liaise with accounts and other departments on behalf of the cluster and staff
  • Occasionally organise social events for the team

Requirements

  • Excellent communication skills both orally and in writing
  • Excellent inter-personal skills
  • Good IT skills (Word, Excel, PowerPoint, Outlook & InDesign)
  • Ability to prioritise and plan effectively
  • Highly organised, especially when dealing with a constantly changing environment
  • Diplomacy, professionalism and tact for a wide variety of situations and personalities

About Us

Zaha Hadid Architects is a world-renowned architectural studio that has been pushing the boundaries of design for over four decades. We are a company that values innovation, sustainability, and community engagement. As an employee-owned business, we reinvest all profits back into our people and our company, continually enhancing our multidisciplinary research to address the challenges impacting communities around the world.