Project Team Coordinator

Posted 8 April by Liberty Resourcing Easy Apply Featured

Project Team Coordinator

Award winning, global Architectural Practice with stunning City Offices requires a highly skilled individual. Liberty has worked with this client for over 11 years. A truly great place to work and a fantastic employer.

Before you apply this client requires:

  • Proven team support/secretarial experience
  • Educated to A-Level / Graduate standard
  • Excellent IT skills including advanced knowledge of Microsoft packages; Outlook, Word, Excel, PowerPoint
  • Knowledge of Adobe InDesign
  • Fast, accurate Touch Typing - minimum speed 60wpm
  • Excellent standard of written English
  • This is a key role within the practice; you will provide first-class support / the "kingpin" to the project leaders and project architects.

KEY RESPONSIBILITIES

  • Management of complex diaries
  • Inbox management - review of inboxes, responding when necessary to emails on behalf of Directors and Associates
  • Gatekeeping. Acting as the main point of contact for design teams
  • 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, reporting back to management group)
  • Formatting project-related correspondence or practice development paperwork, including letters, memos, minutes, reports, agendas and certificates, using the practice-wide document management system (Workspace)
  • 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 the text, proofreading content
  • Assisting project teams with ad hoc project administration tasks, such as schedules, programmes, room data sheets, 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 spreadsheet
  • Arranging couriers, travel, flights, hotels, car hire, trains, visas and insurance for domestic and overseas travel
  • Preparation of project leaders’ monthly expenses, paying close adherence to company financial processes
  • Raising purchase order requests on behalf of ADs/Associates, 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 efficiencies and improvements to aid project team organisation, and how the Support Team operates
  • Acting as principal back-up to Director’s PA, covering planned and unplanned absences
  • Acting as back-up by mutually supporting other support team members, including sickness and holiday

Reference: 34853229

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