Assistant to Architectural Company Director

Location
Bosham, Chichester
Salary
£8.50/hr
Posted
09 Feb 2018
Closes
10 Apr 2018
Contract Type
Freelance
Hours
Part Time
Language
English

COMPANY NAME:  Studio1 Architects

LOCATION:   Bosham, Chichester

RATE OF PAY:  £8.50/hr

CONTRACT TYPE:  Freelance, part time

HOURS:  8hrs per week, ideally split over 2 half days, on a Mon and Fri

 

Job Overview

A bright and enthusiastic individual already experienced in / seeking to gain an insight into the architectural / property development industry, working for an award-winning Architect.

In this role you will provide valuable administrative support to a very busy Company Director of a dynamic and innovative architectural firm. You will support him on administrative tasks within his architectural practice; as well as on tasks associated with the development and maintenance of his other properties. You will be based at his home studio in Bosham.

A confident communicator, you will be happy to liaise and negotiate with suppliers, contractors, partners, clients and team members.

The main areas you will focus on are:

  • Personal Assistant
  • Office Management tasks inc Bookkeeping
  • Property Maintenance Management
  • Architectural Build Office Assistance

Duties are varied and include, but are not limited to the below:

Personal Assistant Duties:

  • Full support to the very busy Company Director
  • Organising internal and external meetings for the Director
  • Diary management
  • Hotel and travel booking
  • Some personal support required such as car tax, insurance etc

Office Management, Property Development and Property Maintenance Duties:

  • Assisting in the recruitment and management of staff, specialists and sub-contractors
  • Managing smooth running of the office
  • Occasional trips to the London design studio may be required to give support, all travel expenses paid
  • Full IT support (with external IT company as remote access) to the team
  • Ensuring that all office equipment is in full working order and is cost efficient
  • Implementing office procedures
  • Ordering and dealing with couriers and delivery vans
  • Checking stock as it arrives in; organizing refunds for un-needed stock
  • Updating supplier and sample library
  • Ensuring properties are well maintained and organising specialists as required to resolve any issues
  • Supporting the team with the tender process for contractors
  • Researching, sourcing and ordering of materials, contractors and suppliers, packaging, tools, fixings, first aid, travel etc
  • Assisting the team with project work when required
  • Maintaining and developing productive and successful supplier relationships
  • Monitoring sub-contractors on site etc to ensure guidelines and quality control are maintained
  • Managing of team bonding days if required
  • Keeping kitchen and office tidy, streamlined and organised
  • Offering to make tea/coffee etc for Director

Bookkeeping Duties:

  • Office stock control
  • Purchase ledger
  • Compiling and settling expenses and mileage claims
  • Invoicing and settling invoices, including chasing unpaid invoices
  • Accounting, costing and billing
  • Annual insurance and ad hoc insurance requirements
  • Fixed Assets register
  • Raising POs for the team and supporting them with admin etc
  • Source supplier VAT invoices
  • VAT return support
  • Payroll support
  • Reconcile credit card accounts, debit cards and PayPal
  • Other bookkeeping duties as required      

Health, Safety and Maintenance

  • Be responsible for your own health safety and welfare and to ensure the health, safety and welfare of those working on our projects
  • Ensure your own competency levels by requesting appropriate training if required

Desired Skills and Experience

·         Advanced Microsoft Excel, Word and Outlook skills

·         Highly efficient, organised, a strong planner, problem solver with great time management/prioritisation skills

·         An ability to work on a large number of tasks at any one time under tight deadlines, working under pressure

·         Good knowledge of materials used in our industry an advantage

·         Bookkeeping experience an advantage

Qualifications:

·         A degree/similar qualifications advantageous, but a minimum of 5 x GCSE grades A-C including Maths and English

·         First Aid at Work Certificate advantageous

Person Specification – Personal

·         Excellent interpersonal and negotiating skills

·         High level of attention to detail

·         Strong time management and prioritisation skills               

·         Highly efficient and organised                                                     

·         Business awareness   

·         Good oral and written communication skills

·         Strong Planning and problem solving skills 

·         Initiative and self-confidence

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