London, UK
Studio administrator
at JA Projects
JA Projects is looking for a studio administrator to join its growing team in London.
The ideal candidate will have experience working in a start-up environment, with a strong interest in supporting an emerging practice to do meaningful work and grow in size and reputation.
Founded by Jayden Ali, JA Projects is a London-based practice working at the intersection of architecture, urban strategy, art, and performance in the UK and internationally. Currently, our studio is working on a number of high-profile projects across the arts, housing, community infrastructure and public realm. These projects range in scale, from masterplanning and the design of urban blocks, to rethinking cultural institutions, artistic commissions and research.
The studio administrator plays a vital role in ensuring the efficient daily operations of JA Projects studio. This position provides essential support to the director, senior management and wider team. This is a wide-ranging role and the successful candidate will be involved across the board.
We’re interested in doing things differently and over the past five years, the nature of the studio has evolved as we’ve grown in reputation and in size. The role of studio administrator has also evolved in a similar way. As we head into our next chapter, we’re looking for someone who can make sure we have efficient operational foundations and the nimbleness to navigate a changing landscape. We’re looking for someone who wants to be part of an exciting journey. We’d love to hear from anyone who thinks this is for them, but please be mindful of the essential skills and experience listed below.
Key responsibilities
This role requires a certain degree of flexibility and adaptability to support the ever-evolving needs of the studio. Below, we have outlined some of the recurring responsibilities, with outstanding responsibilities to be determined as they arise.
Key responsibilities:
- manage the director’s calendar and assist with meeting and travel arrangements
- dealing with project enquiries and setting up meetings with potential clients
- organise internal and external meetings where necessary
- prepare and send contracts to staff, freelancers and subcontractors
- prepare and send invoices to clients
- support accountants with payroll processing
- assist with recruitment efforts and coordinate annual staff review and training
- oversee and review timesheets for accurate project financial reporting
- track annual leave and attendance records
- handle staff expenses and HR administration
- perform financial administration and basic bookkeeping tasks
- organise monthly financial reviews
- ensure compliance with regulations and GDPR
- develop and maintain internal systems and templates
- assist with the development of quality management systems, audits, policies and procedures
- oversee facilities management, including utilities contracts, studio moves and suppliers
- where necessary, ensure studio space is ready to receive clients and visitors
- develop and manage marketing materials, enhance social media presence, and collaborate with PR and press on project promotions
- assist in drafting content and documents, including bids and award submissions
- maintain and update the studio’s practice brochure, website and social media channels
- organise the studio’s participation in events
- hire and coordinate photographers for various projects
- product research, maintaining and collating the sample library
- overall, strive to improve studio operations and procedures
- undertake any other duties commensurate with the post
- work alongside other members of the operations and wider JA Projects team as necessary
Essential skills and experience:
- minimum three years’ of experience in a similar role
- excellent communication skills
- ability to convey clear and relevant information
- exceptional written and spoken English, with a keen eye for spelling and grammar
- strong organisational skills with the ability to multitask and prioritise effectively to meet deadlines
- intermediate Excel/Google Sheet experience (qualification not required, but knowledge essential)
- bookkeeping experience
- contract management experience, both contractors and employment
- self-motivated and confident in decision-making.
- commitment to social, ethical, and workplace responsibilities.
- attention to detail and accuracy in all tasks
- capacity to handle sensitive information discreetly and confidentially
- interest and/or knowledge of the architecture sector and arts and culture
- proficiency in Microsoft Office
Desirable:
- experience with InDesign and Photoshop preferred
Particulars
Start date: December 2025/January 2026
Working arrangement: three to four days per week
Salary: £27k – £32k (dependent on experience)(Negotiable for an exceptional candidate)
Deadline
EOD Sunday 16 November 2025.
Interviews
Online interviews: Friday 21 November 2025
In-person interviews: Friday 28 November 2025
To apply
Please send the following documents to [email protected] with the subject reference ‘studio administrator’:
- covering letter, outlining (one A4 page)
- your reasons for applying
- contribution you seek to make
- CV (one A4 page, double-sided)
Please note that applications sent to any email address or platform other than the designated one will be disregarded.
For any enquiries before the application deadline, please title your email ‘enquiries – studio administrator’, so we know to get back to you before the deadline.
JA Projects is an equal opportunity employer. We welcome applications from everyone regardless of age, gender, ethnicity, sexual orientation, faith or disability as we are committed to having a team that is made up of diverse skills, experiences, and abilities.
Please note that we will only be contacting candidates who have been shortlisted. As we are a small practice with limited capacity, it is with regret that we will not be able to provide feedback to unsuccessful applicants; however, we really do appreciate your interest. Thank you.