London, UK
Office manager (12 month maternity cover)
at Tonkin Liu
Tonkin Liu is seeking an office manager (12 month maternity cover) to join its team in London.
About the Role
We are seeking an enthusiastic and proactive office manager to join our team for a 12 month fixed-term contract starting in May 2021. This is a fantastic opportunity to join our creative team and gain valuable office management experience for those seeking to further their careers within creative support.
The office manager will support the whole team and ensure the smooth day-to-day running of the office space, from managing the finances and press and marketing outputs, to providing PA support to the two directors and organising team socials – no two days are the same! Previous office management experience and book-keeping knowledge are essential in this role, experience at an architectural practice is highly desirable.
If you are a problem solver, and are willing to get stuck-in – we’d love to hear from you. The role is full time, but 4 days a week would be considered.
We are an equal opportunities employer.
About Tonkin Liu
Founded in 2001 by Mike Tonkin and Anna Liu, Tonkin Liu is a small architecture practice based in Clerkenwell, London. For twenty years we have been designing and delivering highly acclaimed buildings, landscapes, and sculptures. We produce carefully crafted work inspired by nature. Research, model-making, innovation and learning are at the core of the practice’s work – design solutions are born from Tonkin Liu’s unique methodology; asking, looking, playing, making. Our award-winning innovative designs have won the studio 17 RIBA awards including the prestigious Stephen Lawrence Prize.
Tonkin Liu was recently appointed for the prestigious Grosvenor Square redesign, and is nearing completion on the Swing Bridge in Crystal Palace Park, London; and the Tower of Light in Manchester, a 40meter 8mm thick structural tower which showcases the practice’s unique Shell Lace Structure technique.
Office manager’s role and responsibilities:
- book-keeping: manage the Xero account including issuing invoices and chasing payments, reconciling bank transactions, entering supplier bills, preparing monthly management accounts, reviewing finances with directors, manage accounts@ inbox, payroll and liaising with the accountant
- office management: holding weekly roundtable meeting, updating staff/project resourcing planner, reporting on time/fees per job, scheduling meetings and welcoming guests, managing mail@ enquiries inbox, screening telephone calls, assisting with IT issues and set-up
- marketing: managing press enquiries, proactively marketing the practice via social media channels, updating the website and online profiles, compiling award entries, organising external events, responding to filming, publication and interview requests, updating the internal marketing management tracker, managing press@ inbox
- new business: assisting director with new business leads and enquiries, assisting director/associates with and compiling ITT/PQQ competition submissions, liaising with sub-consultants, researching new tender opportunities, managing the internal new business tracker
- HR support: assisting with recruitment process, managing cv@ inbox, inducting new starters, managing staff records and timesheets, organising staff training, CPD’s, appraisals and staff socials, maintaining office policies and Health and Safety, general pastoral care and staff wellbeing
- PA support: providing assistance to the two directors, including: booking travel, scheduling appointments and meetings, assisting with household management such as insurance renewals and utility contracts
- facilities management: ensure the smooth running and neat presentation of the office, ordering office supplies, organising repairs and maintenance including fire safety, filing and archiving
Skills:
- strong communication skills
- organised and proactive work-ethic
- positive, helpful, can-do attitude
- a background/interest in art, design or architecture
Experience:
- four to five years relevant experience – required
- previous office management experience – required
- previous employment at an architecture practice – desired
Software:
- mac OS literate and proficient with Microsoft Office – required
- knowledge of Xero (or similar, Quickbooks) – desired
- good book-keeping experience, understanding of VAT and management accounts – required
- knowledge of Adobe Creative Suite – preferable
- knowledge of Workflow Max (or similar time management software) – a bonus
How to Apply
Please send your CV as PDF and cover letter outlining your interest in the role and Tonkin Liu via the ‘apply’ link below.
Vacancy open from 1st May, interviews will be held throughout April/May. There will be a minimum one week handover period with the practice manager who is leaving at the end of May.
Salary between £28,000 – £32,000 per annum (subject to experience).
Please confirm your notice period/start date.
Candidates must have right to work/relevant work permits for the UK.
Full training will be provided, where required.
We look forward to hearing from you.