London, UK
Studio and bid coordinator
at Gort Scott
Gort Scott is hiring a studio and bid coordinator to join its team in London.
Gort Scott is looking for a studio and bid coordinator to start as soon as possible. It is an integral role in the studio with the potential to progress as the practice grows. You will work closely with the practice manager in the management of operational elements of the studio, assist the communications manager with our marketing and comms, and will provide bid and new business support to the management team.
The role involves working closely with all members of the studio to help facilitate the day-to-day smooth running of the workplace and helping us promote ourselves and win new work. You will act with proactivity, initiative and enthusiasm, also supporting the social life and culture of the studio.
About Gort Scott
Gort Scott is an architecture and urban design practice with a focus on how buildings and places create the setting for connections between people. We are attuned to working and thinking at different scales, from one-off houses to planning pieces of city and in both the public and private sectors. We are inspired by the contexts in which we work and develop propositions that resonate with them.
We recognise the link between equality and quality, both in our practice and in the projects that we design. At our self-built Bermondsey studio, we have grown to an international community of 30 members within a gender-diverse team. We are members of the London Practice Forum and Londonon, collectives for collaboration, research and knowledge-exchange. We are co-founders of RE-SET-GO a paid workplace experience and mentoring programme established with the mission of diversifying architecture practices.
We are committed to working urgently to make the massive changes needed to end the built environment’s contribution to the climate and ecological emergency. This is integral to our wider purpose to create healthy environments for better connections between people, now and for the future. Social and environmental goals are incorporated in our work at all stages both internally and externally.
We are a dedicated, friendly office, with a creative and motivated atmosphere, encouraging open discussion and testing of ideas. We are a Certified B Corporation, a London Living Wage Employer and have signed up to the Mayor’s Good Work Standard
The studio has won a number of awards, including the Wallpaper Best Private House, an AJ Retrofit Award, NLA Mayor’s Prize, a Civic Trust Award, RIBA National Award, AR Future Project of the Year, and shortlisted for the Architect of The Year Award.
Key role responsibilities
Front of house:
- contribute to a positive studio culture, building good relationships with employees at all levels, acting positively and professionally within the practice team, and with visitors
- be the first point of contact for employees in relation to office administrative matters, acting with approachability and professionalism at all times
- manage the telephones, ensuring each employee has an extension number, answering incoming calls in a timely manner, managing queries and taking/forwarding accurate messages as necessary
- receive and distribute post and deliveries, organise couriers as required
- manage studio meeting rooms, making sure they are ready for meetings, help set up for the MMM and presentations where necessary, provide refreshments and meet and greet visitors
- liaise with team members to understand when key visitors or large meetings are being hosted in the office, in order to be prepared
- manage the travel arrangements for the practice, using the business accounts for Uber and Trainline
Assist the practice manager with:
- the overall upkeep of the studio, ensuring the office environment is tidy and maintained correctly. Proactively highlight ways to improve the space and help to deliver these
- facilities management, liaising with suppliers, contractors and other building tenants as required
- onboarding new staff, preparing for their arrival, giving the studio tour and helping them settle in
- health and safety, overseeing first aid boxes and completion of monthly walk-arounds.
Studio operations:
- assist the practice manager and IT consultants with internal moves and IT support
- maintain stationery, kitchen and cleaning stocks, carrying out weekly stock checks and placing orders as necessary, ensuring sustainability standards met
- ensure all documents are filed in accordance with the practice’s quality management system
- support GSLife and the CPD team to organise and deliver internal events and presentations.
New business:
- identify new business opportunities by daily monitoring of email inbox, procurement portals, online architectural journals, and other websites as relevant
- track potential opportunities to support decision making about which opportunities to explore further
- support the architectural team by assembling visually and graphically appealing and carefully laid out client-specific and opportunity-specific brochures using InDesign
- support the architectural team assembling bid submissions by collating bid requirements and gathering required information
- assist with industry events calendar and seeking out opportunities for new business purposes
- maintain up-to-date practice, staff, and project information in the Bidders Toolkit
- input contacts and leads/bids information on CMap and keep it up to date
- tabulate and summarise information on opportunities explored and outcomes for quarterly meetings
Communications
Assist the communications manager with:
- crafting social media posts, monitoring Instagram and LinkedIn and reviewing engagement
- assist the communications manager in updating the communications planner
- updating website content as required through the CMS
- sourcing content for website and social media use – projects (live and completed), studio life, working groups, affiliations, and press
- sending the practice newsletter in Mailchimp
- coordinating attendance at award ceremonies and events
- monitoring the info@ and press@ email inboxes
- review upcoming online and paper publications and save relevant press cuttings to the publications masterlist
Impact:
- commit to taking part in a form of outreach or volunteering for the practice each year
- assist the practice manager with coordination of the outreach programme
- support the practice manager in gathering annual carbon emissions data
- be proactive in finding new ways for the studio operations to become more sustainable and reduce carbon emissions, for example studio recycling and buying sustainable products
- actively contribute to one of the six working groups, taking on actions or deliverables agreed by the group
Skills and competencies
Experience and qualifications:
- experience working in a similar role within the built environment for a minimum of two years
IT and software:
- highly IT literate
- excellent knowledge of Microsoft Office 365, in particular Outlook, Teams, Excel, Word and PowerPoint
- good knowledge of Adobe Creative Cloud, in particular Acrobat, Illustrator and Photoshop, with excellent knowledge of InDesign
- knowledge of website content management systems (CMS) desirable
Salary and benefits
Our salary offer is £33,000 to £36,000 per annum, depending on experience.
Gort Scott is dedicated to providing a good work/life balance and offers a range of benefits to its staff, including, but not limited to:
- three additional holiday days off for Christmas per year
- increasing holiday days for length of service
- two additional days off for volunteering per year
- five additional half days off for childcare reasons per year
- hybrid and flexible working
- TOIL arrangements for overtime
- Employee Assistance Programme
- Death in Service insurance
- enhanced maternity and paternity pay
- mentoring scheme
- social activities from our GS Life team
Additional information on benefits can be provided and discussed at interview.
Applying for the role
Gort Scott is an equal opportunities employer. We particularly encourage applications from Black, Asian and Minority Ethnic, disabled, and women candidates as these groups are underrepresented throughout the architecture profession.
Sadly, at this time, we are unable to sponsor anyone without a visa to work in the UK. Therefore, it’s essential that you apply only if you have the right to work in the UK.
If you are interested in applying, please submit your CV and a cover letter via the apply for job button below with the subject line: studio and bid coordinator.