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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


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


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
  • Applications have closed.