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Document Coordinator

2 months ago

London, Greater London, United Kingdom Architypes Talent Ltd Full time £37,000 - £40,000
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 clients and consultants.
  • Format correspondence and liaise with clients, consultants, and internal stakeholders.
  • Handle travel bookings for the team, including securing international visas and arranging transportation.
  • Help project leaders update project-related information on internal workspaces and coordinate with facilities management for desk moves and office needs.
  • 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 and coordinate with IT to resolve computer-related issues or queries.
  • Collaborate with the People and Talent team for onboarding new starters and scheduling interviews, and organize annual staff appraisals for the team.
  • Arrange document translations as required and assist in maintaining the tidiness and organization of the designated studio area.
  • Help organize refreshments and occasionally assist with cluster event preparation, and 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, and coordinate with the New Business team on new project proposals.
  • Assist with project invoicing and staff planning, as directed, and check timesheets and facilitate project resourcing allocation.
  • Liaise with accounts and other departments on behalf of the Cluster and its staff, and 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.