London, UK
Practice manager
at Nick Leith-Smith Architecture & Design
Nick Leith-Smith Architecture + Design is seeking a practice manager to join its team in London.
About us
Nick Leith-Smith Architecture + Design is a London based studio with an enviable track record of award-winning, commercially successful architectural and interior projects.
A multi-disciplined forward thinking company doing more than interiors and architecture. We look at space as a whole, holistically creating a strategy that drives the design. We love what we do and have fun whilst we work. The right candidate will embrace this culture and add to it.
This candidate will be energetic, organised to join our expanding team. This role encompasses all studio and facilities administration, including HR, finance, marketing and ICT responsibilities. The ideal applicant will have exceptional prioritisation and people skills with the ability to work under their own initiative.
This is an opportunity to join the studio at an exciting time at a period of change and growth. The successful applicant will be able to demonstrate the following skills and abilities.
Studio management:
- studio operations and facilities management – first point of contact for studio enquiries; basic IT assistance; arranging office repairs; H&S; ordering and maintaining levels of stationery and supplies and maintaining the samples library/database
- events organisation – arranging a weekly programme of office CPDs and additional ad hoc after-work social events
- studio administration – monitoring the time entries by staff and following up where necessary; reviewing and updating health and safety policies to ensure legal compliance; updating the project list and making notes for the weekly all staff meeting and additional ad hoc administrative tasks such as renewing company/PI insurance and membership renewals
Financial:
- client invoicing – preparing, issuing, chasing invoices and sending statements to regular clients; recording project expenses and charging back where applicable
- internal reporting – weekly and ad hoc project time/profitability reporting using the time entry software Workflow Max and financial software Xero; monthly business reporting; updating staff base rates as required
- assistance to the accountants – keeping accurate records of financial transactions; collating monthly accounts; assisting the accountants with WIP for quarterly VAT and end of year submissions
Marketing:
- marketing communications – updating the website using WordPress; Collating and uploading images to Instagram; selecting and arranging content for newsletters
- awards submissions – coordinating award submissions, including working with internal and external copywriters and designers
HR:
- monthly payroll – working closely with the payroll contractor to ensure the smooth running of the payroll; uploading the company pension information and dealing with ad hoc queries
- personnel records – managing current personnel records, annual review process, holiday, absence management, training and HR concerns, ensuring legal compliance at all times
- recruitment and leavers – assisting the directors with recruitment, inducting new staff, ensuring new staff paperwork is completed and filed, following the proper process for staff leavers
Additional projects:
- new office – assisting in finding a new office with additional space and facilities; managing the move; updating fire and H&S policies; inducting staff on the new facilities
- merging of teams and development of current processes – reconciling and combining cross team processes and structure, eg. move to Outlook. Developing the weekly reports and a new resource management process
Experience:
- previous experience of being solely responsible for managing a small office/studio of around 10 – 20 staff
- prior use of time management systems, such as Workflow Max, and accounting systems, such as Xero, is desirable
- excellent MS Office skills, with experience of Excel formulas, pivot tables and macros desirable
Person specification:
- exceptional people skills and patience with excellent English communication skills
- energy, enthusiasm and commitment
- robust multi-tasking skills and prioritisation with strong attention to detail
Permanent position, starting 1 October. Working hours, 9am to 6pm Monday – Friday.
How to apply
If you are a confident, proactive and enthusiastic individual and looking to join a dynamic company, we’d like to hear from you!
To apply, please submit your CV together with a covering letter, summarising your experience and salary expectation, addressed to Nick using the ‘apply’ link below.
Due to the number of applications, we will regret that we will only be able to contact shortlisted candidates.
No agencies please.