Job Description

To provide a professional level of administrative and secretarial support working as part of the Support Team, with flexibility to support other teams practice-wide according to the needs of the business.

• Managing security issues/requirements for key clients whilst working within strict guidelines to ensure deadlines and milestones are met.
• Project coordination and administration for key client to ensure quality assurance.
• Acting as the primary point of contact for London teams, both Architectural and Historic Buildings Consultancy, responding to enquiries (in person, by telephone, email and post) and relaying messages in a professional and courteous manner.
• Liaising with clients in a professional and courteous manner on a variety of matters relating to our work for them, as directed by the team.
• Supporting the team in maintaining high standards of document and file management by archiving and file publishing on DIAlog (our data management system) as well as setting up projects.
• Creating and formatting documents and large reports in InDesign from handwritten notes ensuring work produced is of a consistently high standard. (This may include text, tabular information, drawings and photographs).
• Proof reading letters and documents.
• Inputting data into digital systems designed for certain clients (Appenate).
• Document control including extranet sites (Aconex and Viewpoint).
• Answering overflow telephone calls from Reception courteously, identifying the caller’s name and requirements before announcing/transferring to relevant staff members, or taking messages/re-routing as required including occasional Reception cover.
• Supporting other individuals on projects and contributing to other practice-wide initiatives as may be required.
• Any other reasonable duties that arise from the nature and character of the post.

Required Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills (grammar and literacy).
• Proven ability to work with initiative and self-sufficiency supporting senior individuals with different needs, expectations and working styles.
• Excellent prioritization skills with the ability to keep stakeholders updated and manage expectations, manage conflicting deadlines etc.
• Ability to build relationships at all levels in person and on the phone/Teams.
• Ability to work on own initiative with minimal supervision, but also operate as a key member of a team with a flexible and helpful approach – willing to go the ‘extra mile’ to support colleagues.
• Good working knowledge of the Microsoft suite, able to type fast and accurately to produce consistent and accurate documentation in standard formats.
• High attention to detail.
• High levels of discretion and confidentiality.
• Ability to learn bespoke software although training will be given in this respect.
• Willingness to learn from more experienced team members and to be able to quickly pick up and consistently work to established in-house standards (eg document formatting/layout).
• Flexibility to respond positively to changes in priorities, and the willingness to support other teams and initiatives as required.
• An interest in architecture and a willingness to learn more about the work of the team.
• Advanced working knowledge of InDesign.
• Previous experience of working in an architectural practice or another similar professional services environment.
• Familiarity with project management and construction terms.