IT Team Coordinator

One of the leading architecture firms in the United Kingdom is looking for an IT Team Assistant to join their team on a permanent basis. A key role within the practice, the Team Assistants provide first class support to project leaders and department heads to enable them to work efficiently and allow the focus of the practice to be on delivering exceptional architecture. This is a new role supporting the Head of IT, the Head of Digital Design and the wider IT department. You will have a proactive approach to work with the ability to deal with issues before they arise and meeting constantly changing deadlines.
  
THE ROLE:

• Diary management using Microsoft Outlook – forward planning, meeting preparation, room/venue bookings, organisation and co-ordination of all aspects of the diaries
• Dealing with callers on the telephone and in person; taking messages, passing them on effectively and maintaining a reliable tracking system to ensure that appropriate action is taken
• Facilitating key steering group and strategy meetings, recording meetings, taking minutes and issuing them
• Preparation of meeting agendas with compilation of reports and required documents
• Creating and formatting documents and correspondence, including memos, minutes, reports, agendas, using the practice-wide document management system
• Proof reading and assisting with policy drafting and maintenance
• Maintenance of IT intranet (KITE) page
• Ongoing coordination of design software training, ownership of the training tracker, taking training requests from architects and liaising with trainers and Digital Design team to book
• Helping to track use of software on a shared license such as VuCity, liaising with project teams
• Assisting with onboarding new IT suppliers through Procureware, ensuring all the necessary information is collated
• Aiding project teams when liaising with the IT department to ensure fast responses to their queries and assisting in the smooth communication between other support departments, including Finance and HR
• Preparation of monthly expenses, paying close adherence to company financial processes
• Raising purchase order requests on behalf of the team, in-line with company financial processes
• Assistance with actual vs budget analysis for the IT team
• Supporting the running of the department by managing holiday/absence records
• Arranging couriers, travel, flights, hotels, car hire, trains, visas and insurance for domestic and overseas travel
• Any ad hoc administrative tasks as necessary, particularly to assist the smooth running of the team
• Continually looking for potential improvements to processes that would aid organisation efficiency
• Acting as back-up to Finance PA, covering planned and unplanned absences
• Acting as back-up by mutually supporting other Practice Operations team members, including sickness and holiday cover

  
THE ESSENTIALS:

• Proven team support/secretarial experience
• Excellent IT skills including advanced knowledge of Microsoft packages; Outlook, Word, Excel, PowerPoint

  
If you feel that you fit the above criteria then please apply today by submitting your CV to us. Please note due to the high volume of applications that we receive only successful applicants will be contacted. For information on how we process personal information please refer to our website: How We Use Your Personal Information.
   
At Australasian Recruitment Company we are committed to an Equal Opportunities policy and make employment decisions by matching business needs with the skills and experience of candidates, irrespective of age, disability (including hidden disabilities) gender, gender identity or gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.