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Job description

Main purpose of role:

To provide a composed, professional, efficient front of house service to our external guests, and a comprehensive system of support to the Design Studios.

KEY TASKS

Clients and meeting preparation:

· Take responsibility for the front of house experience for our staff, clients and visitors, ensuring all areas are well presented and the expectations of our guests are exceeded every time.

· Maintain meeting room bookings and ensure rooms are ready and prepared ahead of time.

· Confirm IT, catering and other requirements for each room booking to ensure correct set up.

· Become an expert in our IT presentation equipment to facilitate meetings and resolve basic queries.

· Become the ambassador for our offsite meeting room and staff working spaces, including bookings.

Studio coordination:

· Support the Directors and Studios by assisting with daily administrative tasks i.e. document production, preparing presentations, and conducting research.

· Assist with tasks posted on the Operations Helpdesk (e.g. travel booking, IT requests, courier bookings, etc.)

· Provide ad hoc support for the Executive Coordinator and the Studio Coordinator when required.

· Motivate and encourage the Studio teams to maintain a tidy and organised workspace.

· Take ownership of the Studio kitchen ensuring it is well stocked, organised, and tidy.

· Take ownership of the printing systems, processes, machine upkeep, and training for staff.

· Take ownership of storage and filing for London, initiate and implement solutions and systems for ease of access to information, equipment and materials.

· Assist with upkeep of the model workshop; arranging couriers and careful packaging of design models when transported.

· Ensure adequate office supplies are maintained at all times.

Finance:

· Preparation of purchase orders on Rapport, awareness of budgets and authorisation limits.

· Champion the Rapport expenses and purchase order modules, training team members.

People and training:

· Assist with the daily attendance checklist, ensuring accuracy and timely reporting.

· Assist the London Executive Coordinator with HR administrative tasks i.e. scheduling interviews, starter/leaver processes, and arranging quarterly check-ins/annual reviews.

· Assist with coordinating the training and CPD programmes for London Staff.

· Assist the Social Committee, helping to ensure a regular and lively social programme is in place for the London Studio.

· Assist with scheduling the presentation training programme for junior Studio team members.

· Assist the London Executive Coordinator with implementing staff wellbeing initiatives.

Communications and events:

· Assistance with planning and delivering internal and external events.

· Assistance with developing internal and external communications and social media content for the London Studio.

· Assist with maintaining project information on Rapport to provide marketing and communication opportunities.

· Assist the London Executive Coordinator with student connectivity projects and initiatives; including work experience programmes for both school and university students.

· Keep both the literature & resource library register, and the panels/memberships register updated.

· Assist with the Corporate Social Responsibility initiatives for the London Studio – including staff wellbeing, engagement with local charities, sustainability, and community networking initiatives.

Systems and processes:

· Become an expert in our internal office systems (Rapport, Newforma), championing their use and the management of quality information; including email filing management and training.

· Assist the Executive Coordinator with Project Control Files, and with the preparation of information to ensure the company maintains ISO 9001/14001 accreditation.

PERSON SPECIFICATION

Qualifications:

· Level 3 Business Administration or equivalent

Knowledge and experience:

· Microsoft Office 365 applications (advanced)

· Rapport, Newforma or other CRM applications

· InDesign or Adobe suite applications (desirable)

· Worked in a busy office environment

Personal attributes:

· A bright, positive, and sociable attitude with a willingness to be flexible and help out when needed

· Strong organisational skills with meticulous attention to detail

· Ability to communicate on all levels with a high level of professionalism

· Works well without supervision and is highly motivated

Job Types: Full-time, Permanent

Salary: From £25,000.00 per year

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Life insurance
• Private medical insurance
• Referral programme
• Sick pay

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (required)

Work Location: One location