London, UK
Travel coordinator/front of house assistant
at David Chipperfield Architects
David Chipperfield Architects is looking for a travel coordinator/front of house assistant to join its team in London.
David Chipperfield Architects is a leading international practice with offices in London, Berlin, Milan and Shanghai. We are looking for a travel coordinator/front of house assistant to work in our business support team in London. This full time, permanent role demands a dedicated self-starter with team spirit who shares our creative ambitions.
Responsibilities
Travel coordination:
- make travel and accommodation arrangements for staff and produce detailed itineraries
- assist in the organisation of office trips
- maintain and develop a destination file with preferred hotels, restaurants and develop relationships to obtain best rates
- update travel profiles of staff
- liaise with external travel agent, booking flights and trains etc. (within budget)
- maintain the ‘on business’ office account with British Airways and other business wide travel memberships
- book accommodation and ensuring third party payment
- coordinate staff travel documentation including boarding passes, ESTAs, visas
- book restaurants and taxis.
- collect receipts, ensuring expenses/reimbursables are claimed in a timely manner and accurate recharging of client is within budget
- check invoices from travel agent and courier companies, liaising with accounts
Front of house:
- answer the telephone, take messages where appropriate, and informing the recipient via email
- register staff attendance each day, monitor office diary, ensure whereabouts of all staff
- greet guests, oversee hospitality for VIP guests and clients
- schedule meetings and calls including design team meetings, workshops, site visits
- logistical organisation e.g. sending models abroad through couriers
- manage mail, sorting incoming mail, franking outgoing mail, arranging couriers
- printing and binding, email filing, updating database
- stationery stock take and arranging office orders
- keep printing and stationery areas tidy and organised
- holiday cover for the administration team (hospitality, HR, EA) and any ad hoc duties that may come up
Skills and competencies:
- Microsoft Office (Word, Outlook, Excel, PowerPoint) essential
- InDesign desirable
- professional and confident telephone manner
- scheduling meetings and calls including design team meetings, workshops, site visits
- proficiency in administrative duties, strong multi-tasking skills
- ability to work under pressure
- meticulous attention to detail
- self-motivated, with positive problem-solving attitude
To apply please submit a CV with a concise motivation letter indicating your availability and salary expectations using the ‘apply’ link below.
Early applications are encouraged, interviews start w/b 18 Feb. Only shortlisted candidates will be contacted, within a week of receipt of your application. Applicants must be eligible to work in the UK.
David Chipperfield Architects is an equal opportunities employer and supports women in architecture.
No agencies please.