London, UK
Project administrator
at Stanton Williams
Stanton Williams is looking for a project administrator to join its team in London.
Stanton Williams
Job description: project administrator
Reporting to: associates
Main responsibilities
To work with a number of associates, delivering the administration duties on their projects in accordance with the practice’s QA procedures, to ensure the smooth running of the project team in-house as well as communications and co-ordination with project clients, consultants and suppliers externally. Underpin all aspects of their projects to ensure smooth running. Be a key member of the team.
General activities:
- working with the other project administrators as required, to develop systems and protocols that respond to changing project needs and improve the service that project administrators deliver to their teams
- attending the weekly admin meeting
- providing back up for the reception if required
- undertaking other support activities that can be reasonably requested by Stanton Williams
Project activities:
- looking after assigned associates, acting as their PA
- working with the associates, to ensure that their projects are administered in accordance with Stanton Williams’s protocols
- responding to changing project requirements and initiating changes to in-house and external procedures as required and in agreement with the project efficiencies manager
- creating and maintaining project handbooks in accordance with Stanton Williams’s protocols
- attending project start the week meetings
- collecting and collating project expenses and undertaking timesheet administration for the project teams; generally liaising with the finance team on job costing and resourcing matters
- providing admin support to co-ordinate contractual and legal obligations on projects
- arranging travel for the project teams
- arranging project meetings, liaising and co-ordinating diaries in-house and with clients and external consultants, updating meeting schedule as required
- ensuring that internal project meetings are properly managed, liaising with other members of the support teams in-house to book rooms, arrange reception, catering and equipment as required
- managing project emails and ensuring that all drawings, documents and emails are printed or saved and filed regularly and appropriately
- ensuring that drawing files are kept up to date and superseded documents/drawings removed
- managing project archiving, in accordance with Stanton Williams’s protocols, as required
- assist in issuing information, both formal and informal, using both internal and external document control platforms. Producing and maintaining drawing/document issue and received sheets
- using the practice’s preferred electronic document management software to upload/download drawings as required
- helping to compile and produce project documents, reports and presentations in line with agreed corporate identity guidelines
- producing accurate agenda, minutes and reports as required
- proof-reading, formatting and setting up documents as requested
- providing organisational, logistical and administrative support to their project teams
- maintaining internal and external contact information on database and distribution lists
- ensuring information from Consultants is tracked or chased as necessary
Skills
Verbal communications skills:
- demonstrating appropriate language skills in English and, where appropriate, in the language of a given project
- being able to represent the practice to visitors, clients and other consultants both face-to-face and over the phone
- listening effectively, to understand what is required, asking questions where relevant
- describing their own work clearly and effectively both in-house and externally to suppliers
- responding fully, accurately and in a timely fashion
- formulating convincing arguments for debate with other members of the studio, both senior and junior, to collectively achieve a positive result
Written, IT and graphic communications:
- structuring an argument and clearly describing ideas in writing, using suitable prose and good grammar
- accurately recording meetings and telephone calls in line with Stanton Williams’s QA protocols
- understanding the importance of clarity in technical information.
- preparing non-contractual document without supervision
- demonstrating excellent use of Microsoft Word and Excel; typing at 45wpm+; good working knowledge of electronic document management systems (4Projects or ASite, for example), Photoshop and InDesign
Working with people:
- communicating the ethos and integrity of the Stanton Williams image to others in-house and externally
- responding quickly, effectively and with good grace to direction from their seniors
- engaging in constructive interaction with colleagues in-house, including the Directors, Associates, more junior architects and other members of the support team; also, externally, with clients and consultants
- listening and asking open questions
- working as an effective member of a team in-house and with external consultants and suppliers
- successfully briefing a colleague – whether a peer, a senior or a junior
- inspiring, motivating and influencing others. Leading by example
Qualifications/experience
At least two years experience of undertaking similar roles in an architectural environment.
Personal qualities
The project administrator must:
- have sufficient knowledge and understanding of project management to be able to manage, co-ordinate and maintain project systems and protocols
- be proactive in everything they do, prepared to go the extra mile
- demonstrate enthusiasm, accuracy, confidence and pride in their work
- be enquiring, self-motivated and self-critical, willing to develop and learn
- be able to undertake a diverse range of tasks, involving different people and different activities, whilst prioritising their own work and achieving deadlines, referring to others if conflicts occurs
- be reliable, able to follow through and complete tasks
- be polished and professional at all times, even under stress
- be able to independently problem solve, able work autonomously with minimal supervision when required
- be process driven, able to follow processes and work in a consistent way with a high level of attention to detail
- have an interest in architecture and the arts
Salary: £30,000 - £39,999