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London, UK
Studio coordinator
at Heta Architects

Heta Architects is seeking a studio coordinator to join its team in London.

The candidate must be capable of running the administrative functions of the business and supporting the director with business development and practice management more generally, whilst coordinating bids for new work as part of our business development team.

The role would be based in our London studio and requires a highly capable and conscientious individual, able to demonstrate the right approach to their work and abilities in the following areas:

  • a very organised and professional approach to all aspects of work
  • applying rigor and precision in all tasks
  • good confidence and interpersonal skills, both internally with colleagues, and externally with clients, consultants and others
  • good written and spoken English
  • good numeracy and arithmetic
  • self-motivated, productive, and resourceful
  • inquisitive and keen to learn and develop as a member of our team
  • take initiative and strive to constantly improve the running of the business
  • due regard for professional ethics and integrity

The approach and abilities listed above will be essential for the role, which will be varied and wide-ranging. Prior experience of some/all of the specific duties outlined below would be beneficial but is not essential.

The successful applicant will have some prior experience of the following processes, with supplementary training where required to be ready to undertake the following:

  • preparing quotations for new business
  • bringing new clients and projects on-board and preparing appointment documents
  • managing invoicing and monitoring payments
  • processing VAT Returns and other tax payments
  • preparing income and workload projection
  • coordinating payroll
  • liaising with the company’s accountants
  • coordination of employment contracts
  • administering annual leave
  • coordinating staff appraisals
  • office purchasing, including stationary, software, project documents, etc.
  • managing and improving practice systems, including timesheets, templates, work scheduling, checklists and protocols, etc
  • developing and maintaining practice manuals and guidance documents
  • assisting our marketing team in coordinating content for website, social media, newsletters, etc.
  • assisting with business development and marketing and bid proposals for new work
  • answering phones and responding to general business email enquiries
  • minuting meetings and recording file notes
  • coordinating day to day office administration and support to staff. Including overseeing office cleaning and maintenance contracts and general organisation of the studio environment
  • coordinating software updates, upgrades and maintenance, liaising with our IT support team
  • organising meetings and managing databases
  • compiling, reviewing and proof-reading documents
  • arranging quotations and bookings on behalf of clients for consultants and surveys etc.

The studio aims to offer successful candidates a good opportunity for career development and advancement.

It also offers a competitive starting salary (based on levels of qualification, experience, and ability), together with a workplace pension, a friendly working environment and a good work-life balance.

Additional benefits include:

  • cycle to work scheme
  • hybrid working
  • life insurance
  • attractive holiday allowance
  • social events

The position is advertised as full time, with standard working hours of 9am to 5:30pm Monday to Friday. The practice is happy to consider applicants with a preference or requirement for a part time role. A part time role might be limited to specific days of the week, reduced daily hours, or some flexibility to allow for reduced working during specific periods.

The following skills would be beneficial, but are not essential:

  • detailed knowledge of Microsoft Word, Excel and Outlook
  • experience of Adobe InDesign and/or Photoshop
  • experience of digital accounting software

Please send a short covering letter, outlining your reasons for applying, your salary expectations, your preference/availability for full-time employment or otherwise, and your availability to start, together with a CV, using the apply for job button below. Please also list any aspects of your approach to work which you feel would be key to your success in the role.

  • Applications have closed.