Dezeen Jobs

Publica is looking for a studio manager to join its team in London.

The studio manager is responsible for ensuring that the Publica office is a comfortable, productive and enjoyable working place for the whole team. Additionally, the studio manager is responsible for liaising with Publica’s finance manager, raising invoices and paying suppliers. Proactive and engaged, the studio manager will have ownership over facilities, IT and other resources required for the successful day-to-day operations of the office. In addition, the studio manager provides clear internal communications on office activities and holds responsibility for duties relating to staff wellbeing.

Duties include:

Studio management:

• ensuring office facilities are running smoothly, including liaison with building management and reception teams in relation to any issues
• working with the finance team to establish budgets for facilities and office purchases and contract management of office suppliers, eg. couriers
• ensuring IT systems are fully operational, including project teams’ software requirements, and liaising with external IT suppliers in relation to any issues
• understanding team requirements in terms of other project resources, eg. books and materials, and working within agreed budgets
• responsible for procedures relating to staff safety, eg. fire, health and safety
• maintaining office policies, as agreed by senior management, and ensuring a clear understanding of them across the team
• ensuring a tidy office at all times, well-prepared meeting rooms and an overall excellent reception for clients and other visitors

HR/internal communications and staff wellbeing:

• supporting the weekly office meeting and providing clear communication about office activities, priorities and milestones throughout the week
• coordinating with other teams, including senior management and finance, to ensure all team members have clarity on their allocation to projects and time management
• helping to manage the studio’s health and well-being aspirations for staff, including managing activities that improve staff health, supporting learning and development initiatives and organising events
• supporting new employee contract negotiations and preparing employment contracts
• running the staff induction programme
• tracking staff holiday and sick days
• assisting with coordination of recruitment activities if required
• acting as a first point of call for all staff members who wish to raise any personal/professional matters, work-life issues and HR matters, and sensitively taking the appropriate actions
• coordinating the annual appraisals schedule

Finance administration and project management:

• invoicing clients
• following up on overdue invoices with support from directors
• approving supplier payments and providing invoices for payment to the finance manager and/or authorising payments using online banking
• liaising with external payroll providers and preparing payroll summaries on a monthly basis
• liaising with external bookkeepers by providing receipts and invoices for QuickBooks
• attending weekly finance meetings
• attendance at weekly admin and ops meetings to support directors with follow-up actions
• administration of Harvest for new projects and closing complete projects
• recharging project costs to clients, e.g. printing, expenses, travel etc
• supporting the team on an ad-hoc basis with project submissions and pitches
• supporting the project directors to liaise with solicitors and insurers on contract management
• supporting the project directors in relation to project administration, including agreeing on fees, terms and conditions and drawdown schedules

At least two years experience in a similar role.

We are a small company that recognises the importance of diversity within our team. Understanding and representing different perspectives and ways of experiencing our urban environments is critical to our work.

We have an inclusive, family-friendly and equitable culture with flexible working and regular opportunities for training and staff development. We are respectful, supportive and welcoming to each person on our team, the people that we work with on our projects and everyone in our wider community. As a result, we have built a wide network of clients, collaborators and friends of the company who share our ethos and values.

We encourage applications from people of all background, experience, age, nationality, race, sex, sexual orientation, gender identity, religion, belief and disability. Join us at Publica in making cities more functional, equitable and beautiful.

Please apply via the ‘apply for job’ button below.

www.publica.co.uk

• Applications have closed.