London, UK
Office manager/project administrator
at Mokka Design
Mokka Design is seeking an office manager/project administrator to join its practice in London.
Working on some, of the finest residential properties in London and worldwide, this well established interior architecture and design practice offers a full turnkey solution to their clients from concept to completion with a focus on bespoke design and the highest attention to detail.
Key responsibilities:
As a studio manager you will be the first point of contact for visitors, clients and staff, and be committed to ensuring a welcoming environment and maintaining an excellent first impression for all visitors to the practice.
- ensure the smooth daily running of the studio, ordering stationary/supplies
- organising couriers and deliveries, leaving the office where necessary to collect or purchase materials
- organising office rotas, cleaners etc
- assisting the company director with email and diary coordination and any ad-hoc tasks
- researching materials, creating and maintaining a sample library, ensuring it is neat and tidy
- checking staff expenses, budgeting, petty cash
- general HR, IT and finance support
- project administration/procurement – the candidate must have experience of procurement and follow up of all FF&E items
- all administration tasks relating to running of interior design projects of various scales
- placing orders, checking invoices and pricing, negotiating discounts, progress checks, access checks, checking items as they come in and organising deliveries
- creating shipping lists for items being sent abroad, dealing with customs and vat where necessary
- negotiating supplier discounts , finding the best pricing on items and sourcing where necessary
- general project coordination
- supplier management including the quotation process and scheduling deliveries to ensure deadlines are met
- dealing with suppliers on a daily basis – making sure that orders are being progressed
- keeping the internal database of suppliers updated on relevant project status and changes
- responding to incoming customer enquiries via email and phone
- checking invoices against estimates on projects
- must have had experience of working in an admin/project procurement position within the interior design industry
Skills and experience:
- flexibility and ability to adapt to new and changing briefs
- thrive from unique challenges, can think outside of the box and act quickly
- excellent verbal and written communication
- ability to multi task, work to deadlines and remain calm under pressure
- good knowledge of Microsoft Office
- mast have a can do attitude and must be able to tick off lists and resolve everyday issues
- needs to be very well organised