London, UK
Office manager
at Ruff Architects
RUFF Architects is looking for an office manager to join its practice in Soho, London.
We are looking for someone to ensure the smooth running of the practice for all non-design aspects, managing day-to-day operations with a focus on professional and efficient support for the team and clients. Key responsibilities include front-of-house, facilities management, financial and office administration.
RUFF Architects have had a really busy few months, recently being named RIBAJ Rising Star and shortlisted for the BD Young Architect of the Year Award. The business is going through an exciting phase, growing its portfolio and team whilst taking on larger scale projects. This role is pivotal to the ongoing success of the practice and would suit an energetic and approachable individual who is comfortable wearing multiple hats.
Job responsibilities
Office management:
- manage reception duties including client and supplier liaison and post
- maintain excellent office standards, ensuring a tidy environment at all times
- manage office supplies and equipment
- coordinate facilities (IT support, utilities, cleaning services)
- organises and audits the company’s systems, databases, and procedures
Financial management:
- work closely with the Director, business coach and accountant to ensure financial control and cost effective decision-making
- maintain up-to-date entries into Xero for income and expenses
- manage the end-to-end invoice process, chasing debtors for prompt payment
- ensure the timely payment of bills and staff expenses
Business development:
- lead marketing and PR activities to improve the practice profile
- be proactive in representing the practice for industry events
- provide excellent client communication, ensuring efficient turnaround of enquiries and fee proposals
- organise client data and press information, updating the company website with news and projects
Project management:
- coordinate the team timesheet and project management processes to drive efficient and profitable work across the practice, generating Workflow Max reports as needed
- support the senior team with improvements in project and resourcing processes
- set up and maintain the filing structure for projects, clients and technical data
Team support:
- PA support for the director
- ensure good HR practice through process ownership of employee contracts, recruitment, policies and staff handbook, employee performance reviews
- book cost-effective travel and accommodation for the team
- embrace and foster company culture and employee welfare
Candidate qualifications and experience:
- prior Office Management experience, ideally within a creative or design environment
- proficiency in Microsoft Office, with competence in Excel
- Xero (or equivalent) experience, with a good understanding of business finance
- excellent communication and organisational skills with attention to detail and a desire to drive continuous improvement in the running of the business
- discrete, personable and professional
If you would like to be considered, please submit your CV and a cover letter using the ‘apply’ link below.