London, UK
Studio manager
at IF_DO
IF_DO is seeking a studio manager to join its team in London.
You should be proactive, resourceful and committed with great attention to detail in your approach. You should be capable of working alongside the practice directors, as well as being an approachable figure for the wider team. The role is varied, so adaptability and flexibility will be required to meet requirements. You should be happy to evolve in your role as the practice grows and evolves. Prior professional experience in the built environment, architecture and/or design sectors is desirable.
About IF_DO
Established in 2014, IF_DO is an award winning practice dedicated to creating projects with a positive impact on users, the environment and the surrounding community. IF_DO was shortlisted for BD Young Architect of the Year 2021 and named in the Architects’ Journal 40 under 40, 2020.
Responsibilities and tasks
The ideal candidate will be capable of working closely with the practice leadership in a role that will include office management, marketing and HR elements, minor financial tasks and broader support. Key roles will include:
General administration:
- scheduling regular and ad hoc team meetings, strategy sessions and other events (including the summer trip and Christmas party)
- scheduling monthly, quarterly and annual senior management team meetings, including providing coordination and support
Office coordination:
- managing incoming phone calls, emails and post
- greeting guests and visitors to the office
- maintaining supplies of stationery, cleaning and other office supplies and ensuring everything is in good working order
- liaising with all office suppliers, contractors and consultants
- preparing and maintaining up to date information on all office systems, policies and procedures
Marketing/PR support and coordination:
- assisting in preparation of press releases
- assisting in preparation of presentations for lectures, panels and pitches
- assisting in preparation of social media materials
- assisting in preparation of awards submissions
New business support and coordination:
- preparing and maintaining up to date CVs and project data sheets for use in pitches
- supporting the review of new business opportunities (EOIs and public tenders) and monitoring of portal and framework opportunities
- assisting in preparation for new business SQs, EOIs, PQQs, tenders, pitches and presentations
Human resources:
- assisting recruitment processes including scheduling and assisting with preparation for interviews for new team members
- formalising, implementing and maintaining the on-boarding process for new team members
- scheduling and assisting with preparation for staff reviews
- preparing and maintaining up to date information for employee handbook and employment policies
- leading in team well being and scheduling regular social events (e.g. monthly lunch)
- arranging check-ins and polls with the wider team to check on well-being and staff morale
Financial administration:
- collating office expenses and team expenses for submission to bookkeeper
IT coordination:
- liaising with external IT consultant on day-to-day issues
- arranging on-boarding and off-boarding of employee computers and log-ins
Project support (QMS):
- understanding environmental and social performance aspects of our work
- assisting in monitoring, reviewing and the completion of QMS requirements
Skills and experience
The ideal candidate will have prior experience of office administration and management at a small/medium-sized professional services business (ideally within architecture or design sector). You should be calm under pressure, friendly, organised, commercially-aware and an excellent communicator.
Essential:
- financial literacy ranging from invoicing to budget management
- excellent command of spoken and written English
- relevant professional experience within an office administration/ management role
- fluency in Microsoft Office (Excel, Word)
- proficiency in Adobe InDesign
- strong prioritisation, communication and organisation skills
- conscientious, with strong attention to detail
- exemplary time management skills
- ability to multi-task and work against tight deadlines
- demonstrated commitment to professional development and learning
Desired:
- copy-writing skills and the ability to communicate ideas succinctly
- degree or qualification in a relevant creative or business subject
- an ambition and propensity to help support a growing practice
Salary and benefits
- salary: starting at £36,000 per annum (commensurate with experience)
- working week: five days per week with the option of working from home on Monday and Friday (open to further flexibility for the ideal candidate)
- working hours: normal hours of work are 8.5 hours a day inclusive of a 1 hour paid lunch break each day. We have a flexible start/end to the day and the core hours for work are 10am-4pm
- annual leave: 33 days of annual leave per year. This is comprised of 20 days of bookable annual leave plus 8 named bank holidays and an additional 5 days which much be taken over Christmas for the shut-down
- other benefits: at IF_DO we offer many other benefits including monthly socials (team lunches), a summer trip and Christmas party, as well as the opportunity for further (paid) training
How to apply
Please email a digital copy of your CV (max. 10MB) along with a covering letter outlining how you meet the criteria. Mark the subject line with ‘Studio Manager’. Pay will be commensurate with experience and we would request that you set out your pay expectations in the covering letter.
Candidates must be eligible to work in the UK and would ideally be available to start in April 2023.
Deadline for applications: Friday 24th March at 12 noon.
IF_DO is an equal opportunities employer. We are keen to receive applications from a diverse range of candidates, and actively encourage applications from women and people from black, asian and minority ethnic backgrounds, as these groups are currently under-represented throughout the construction industry.