Team Coordinator

Interested in working for one of the UK’s leading architecture firms as a Team Coordinator? This is a wonderful opportunity to work for an inclusive, creative and well-known organisation as a Team Coordinator. Our client is looking for somebody to assist the operations department as Team Coordinator on a permanent basis.

THE ROLE:

• Managing the diaries of Directors/Associate Directors/Associates and project team
• Managing the Inbox – review of inboxes, responding when necessary to emails on behalf of Directors and Associate Directors (ADs)
• Gate keeping - Acting as point of contact for internal and external design teams, taking and tracking messages to ensure action
• Arranging meetings - booking venues, refreshments, equipment, following up to ensure meetings take place in a smooth manner
• Assisting Directors with their practice management duties – e.g. setting up internal design or technical review (schedule review, invite panel, issue resulting record, report back to management group, etc.)
• Creating and formatting project-related correspondence or practice development paperwork, including letters, memos, minutes, reports, agendas and certificates, using the practice-wide document management system
• Keeping document management system updated with project information - contacts, key documents, correspondence, filing emails
• Assisting with project specific design reports using InDesign – importing images, amending text, proof-reading content
• Assisting project teams with ad hoc project administration tasks, such as directories, schedules, programmes, archiving, etc.
• Sourcing information on existing projects for bids, reports, presentations. Preparation and assembly of documents for meetings, submissions, presentations, including printing, binding and scanning
• Supporting the project leaders with team resourcing by managing holiday/absence records
• Arranging couriers, travel, flights, hotels, car hire, trains, visas and insurance for domestic and overseas travel
  
• Preparing  project leaders’ monthly expenses, paying close adherence to company financial processes
• Raising purchase order requests on behalf of architects, in-line with company financial processes
• Assisting project teams with training, troubleshooting; following up issues to ensure resolution
• Arranging building tours (organising access, itineraries, travel) and project team get-togethers
• Any ad hoc administrative tasks as necessary, particularly to assist the organisation of the project teams
• Continually looking for potential improvements to aid project team organisation and efficiency, and how the Practice Operations team operates
• Acting as back-up to Executive Director’s 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
• Educated to A-Level standard or similar
• Excellent IT skills including advanced knowledge of Microsoft packages; Outlook, Word, Excel, PowerPoint
• Knowledge of Adobe InDesign and Photoshop is preferred
• Fast, accurate Touch Typing – minimum speed 60wpm
• Excellent standard of written English
  

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.