London, UK
PA/studio manager
at K&H Design
K&H Design is seeking a PA and studio manager to join its team in London.
PA to Katie Glaister, founder of interior architectural and interior design practice K&H Design and studio manager for its busy team of ten. K&H Design works with highly sophisticated private clients who share a love of design and appreciate the process required to achieve something utterly beautiful and totally personal in their home. The design process is supported by a high level of client service and communication and the design team are supported by a well-oiled internal support system.
To be successful in this role you must have a genuine desire to work as a PA/studio manager. It is a position with strong growth potential in line with the business’s ambitions, but it is not a route into interior design! The perfect candidate should be looking forward five to ten years to developing and owning this role within the business.
About you:
- excellent attention to detail
- solid administration skills
- understand the importance of confidentiality and discretion at all times
- reliable and trustworthy
- the ability to prioritise, multi-task and work under pressure
- ability to build a strong network of contacts
- first-class organisational skills
- excellent communication skills, both written and verbal
- good numerical skills
- a high degree of accuracy
- a good knowledge of Word, Excel and InDesign
- a proactive attitude – the role will vary from week to week and the right candidate will be able to make the role their own and add increased value to the founder and the team
- a flexible approach – the role will mostly be normal working hours but it may be necessary to do some overtime at times of particular busyness
- understands the necessity to work as part of a team
PA responsibilities – roughly 50% of the role:
- filter all studio and Katie’s emails, manage and respond on behalf of founder. Ensure timely response and use initiative to re-route to other team members as appropriate. Put in place a system to avoid anything falling through the net
- put systems in place to ensure strong internal communication between the founder and the staff
- daily maintenance of diary events and organisation of the day-to-day schedule
- coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
- planning and coordination of travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries, whilst being ever mindful of budgets
- proofread all work to ensure that completed documents are delivered accurately
On a personal level you will be required to:
- manage private arrangements with family members
- manage private household arrangements and budgets, payment of bills, booking car for MOT, medical appointments etc
- administration of receipts for any purchases made by the director for the company
Studio manager – roughly 50% of the role, and which covers generally studio admin, HR:
Day to day:
- responsible for all office subscriptions
- online administration of all supplier accounts including Amazon, BT, software licences, travel, office purchases etc
- strong communication and relationship building with the designers and the finance manager
- managing office costs and budget – reporting in to founder and finance manager
- stationery supplies and building strong supplier relations
- overseeing the team staff entertainment budget and organising team social events, especially the Christmas party
- manage the staff birthday diary
- making travel arrangements for staff if travelling on business
- ownership of an office move – as and when this may happen
- managing software licences and computer equipment
- managing insurance contracts
- working knowledge of the project management software ‘Monday’ is welcome
- experience using Hubdoc is welcome, too
- maintaining comprehensive password spreadsheet
- owning and keeping the studio ‘Bible’ up to date
- uploading new business contacts to our CRM system Capsule when instructed
HR:
- helping to develop recruitment systems for staff, interns and consultants
- writing/updating recruitment advertisements
- relationships with recruitment agents
- holding information on all employees and contractors
- managing new starters
- organising staff reviews, taking notes and circulating
- holding all salary information and coordinating with finance manager and external accountants
- dealing with all staff queries
- managing holiday requests and days taken
- updating contracts as required
- issuing contracts to new employees
- owning HR folders
Accounts:
- working closely with the finance manager, forwarding receipts and generally assisting to keep accounts reconciled
- combining all designer timesheets at the start of each week and issuing to finance manager who is responsible for client invoicing
Please do send your CV and a cover letter to Amelia Brooks using the ‘apply’ link below, if you think you could be a suitable candidate for this role.
Kindly note that this is not a design role and will not offer a route into our design team. Should you be interested in a design role, please do keep an eye on job opportunities with K&H Design as we are always excited to learn about new talent.
We are looking forward to hearing from you!
Katie & Team
+44 (0) 207 7363 610
Studio 6A, South Park Studios, 88 Peterborough Rd, London, SW6 3HH
@kandhdesignltd