London, UK
Project administrator/document controller
at Hopkins Architects
Hopkins Architects is looking for a project administrator/document controller to join its firm in London.
We are recruiting for an experienced administrator to support the smooth delivery of a major landmark building located in central London.
The job carries a lot of responsibility, information needs to be managed strictly to allow the team to work efficiently, avoiding potentially costly delays to the project and the practice. Therefore, a diligent and methodical approach to the work is necessary with the ability to manage time especially when working to tight deadlines.
The project administrator is an integral part of the team and therefore an ability to get along with people is essential, as is the ability to speak up when necessary yet remain calm and clearheaded when other parties may not be.
Hopkins Architects expects all its administrative staff to work as an ‘office-wide’ team as well as within their individual teams and therefore any potential candidate will be expected to ‘muck in’ where necessary. However, it is anticipated that this role will largely be dedicated to the realisation of the landmark project.
Continuity is important with this position and therefore we are looking for someone who wants to become involved, grow and learn within a creative office environment.
Day to day project administration tasks will be decided in conjunction with the project team and subject to subsequent review, but may include:
- liaising with members of the design team(s), contractors and clients
- coordinate issue of information with project team and facilitate the timely logging of incoming and outgoing information
- logging and managing internal samples
- attend and minute key meetings
- project filing electronic and manual
- updating issue sheets and drawing registers
- managing senior staff and project team calendar
- processing directors expenses
- maintaining project information files
- typing correspondence and minutes for senior staff
- document production – photocopying, scanning, binding, printing
- posting and e-mailing documents as directed
- uploading of drawings and information to externally hosted sites (large part of the role)
- coordinate weekly/monthly reports/schedules
- assist with uploading/downloading/monitoring Viewpoint
- administration support at the colocation office – traveling between the two London offices
- monitoring project processes relating to document control
- work with project team to implement systems of control
- ensure practice standards/templates are used/adhered to
- assisting with ISO and PI Insurance audits
- booking travel, flights, rail and accommodation for the senior members of the team
- planning team social events
- maintaining order and tidiness of team area and office in general
- ad hoc duties as required to assist project team
Technical skills required are:
- MS Office: Word/Excel/Outlook – essential
- experience of using document control systems – essential eg. Viewpoint for Projects
- Adobe CS – InDesign essential; Photoshop/Illustrator would be an advantage
- excellent language and communication skill
Hopkins Architects is an equal opportunities employer.