Administrative Assistant (Architectural) 

Location
Central London SE1
Salary
Commensurate on experience
Posted
08 Aug 2019
Closes
08 Sep 2019
Ref
LDN MB
Contract Type
Permanent
Hours
Full Time

Lawray Architects is an established chartered practice with studios in London, Cardiff and North Wales. This vacancy is best suited to individuals who have completed their Part I in Architecture at university and are looking to gain valuable work experience within a professional environment. Please read the below job description for full details and note that this position is inclusive of general administrative tasks.

Administrative Assistant (Architectural)                                                                         

Responsible to the Directors and Practice Manager for organising the regional office administrative tasks and associated activities together with the development and maintenance of wider company projects to provide a holistic service whilst supporting the technical delivery and design teams with relevant architectural duties.

1. Architectural duties

  • Assist the Architects & Project leaders with a large spectrum of activities including general administrative duties.
  • Coordinate details of projects including building specifications, dimensions, assisting with initial project research.
  • Record evidence of professional experience in accordance with the requirements of your professional body.
  • Obtain thorough knowledge of and compliance with Lawray procedures and standards
  • Manage time effectively ensuring deadlines are met.

2. Front of house/Reception Duties

  • Meet and greet clients and visitors in accordance with Directors instructions, provide refreshments and undertake any meeting room preparations.
  • Provide a professional call handling service.
  • Handle all incoming and outgoing correspondence in accordance with QA guidelines.
  • Maintain a professional, clean and tidy environment – undertake general housekeeping.

3. Administration duties

  • Typing, printing, photocopying, scanning, binding, filing (e) various documents including minutes, reports, email, drawings and plans. Maintain electronic and archived filing records.
  • Monitor and update office calendar, planning ahead where required.
  • Monitor inventory, negotiate with suppliers as required and place orders.
  • Maintain and coordinate own branch of purchase ledger system.
  • PA duties include:- Travel and accommodations.
  • CPD assistant – book and cater for regular CPD sessions plus any administration.
  • Retain accurate client and supplier details including project set up.
  • Assist with bid preparations and tender management as required.
  • Manage website edits and revisions under supervision of Director.

4. Finance

  • Co-ordinate regular updates of fee forecasting spreadsheets regionally.
  • Record and balance Petty Cash records.

5.  QA, H&S, HR

  • Maintain QA records for region in accordance with regulations and best practice following Senior Administrators lead.
  • Co-ordinate and maintain H&S requirements for office including all periodic tests.
  • Co-ordinate induction programme regionally including CSCS and PPE following PM lead.

This is a guide to main tasks of the role. 

Testimonial from exiting employee: - Completing my Part I year in industry at Lawray Architects has been a very rewarding experience. Through assisting the architectural design team I have had the opportunity to learn a great deal about the role of the architect, whilst also improving upon my own practical skills. Additionally, the administrative tasks I have undertaken have given me a great insight into how an architectural business operates as well as helping me learn to manage my time in a professional environment. Lawray Architects offers a unique opportunity to gain exceptional work experience amongst a friendly and talented team. 

This can be a permanent or fixed term (min 1 year) contract depending on your study intentions.  

 

 

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