Venrec are pleased to be recruiting on behalf of our client for a studio manager to join their award winning architecture practice based within the City of London. This is an excellent opportunity to work in a friendly and supportive team.
This role is wide-ranging and covers 3 main areas; business support, human resources and personal assistant to the managing director.
Business support and office administration
- Arranging meetings, greeting visitors and general diary management.
- Regularly liaising with the company's accountants in order to provide necessary information, including expenses, credit card statements, etc.
- Updating the company's cashflow forecasts for presentation to the directors.
- Preparing sales invoices and chasing payments when necessary.
- Providing support client relationships.
- Ordering office supplies and arranging for office maintenance issues to be dealt with as and when required.
- Acting as the first point of call for IT issues and liaising with the firm's external IT providers to ensure the smooth running of systems.
- Working with the firm's marketing manager to review website content and assist with other ad hoc marketing activities as required.
- Taking internal meeting notes and following up on any action points that arise.
HR duties
- Arranging for annual performance appraisals to be undertaken for each employee.
- Dealing with new staff matters and inductions, including the issuing of job offers and employment contracts.
- Arranging for appropriate health and safety, fire training to be given employees and ensuring that this is updated on a rolling basis.
- Maintaining and updating annual leave records and ensuring that staff cover is adequate at all times.
- Organising CPD training for all professionally qualified staff and ensuring that this is adequate and covers all requirements.
- Working with the firm's external HR providers in order to assist in staff matters such as disciplinary and performance review.
Personal assistant
- Organising venues and arranging travel, hotel and meeting arrangements in both the UK and overseas.
- Dealing with personal travel bookings.
- Maintaining and updating the managing director's diary
- Maintaining a spreadsheet containing the 'target list’ of individuals ensuring regular meetings are held and keeping records of feedback and action points from these meetings
A successful candidate is required to have the following skills and experience;
- Whilst previous experience working for an architectural practice would be beneficial, this is not essential. The successful candidate will need to have solid experience of working as an office manager/personal assistant at a high level.
- An enthusiastic and pro-active approach with the ability to use initiative.
- Excellent communication skills, both written and verbal.
- Excellent time management skills and the ability to work in a varied, busy role.
- Good customer service skills.
The salary for this role is £35,000 depending on experience, but could be flexible for the right candidate.