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London, UK
Office manager
at Makower Architects

Makower Architects is looking for an office manager to join its team in London.

We are seeking a highly organized and dynamic office manager to oversee the administrative operations of our architecture firm. The ideal candidate will be the linchpin of our office, ensuring that all aspects of the firm, other than architectural projects, run smoothly and efficiently, allowing our architects and designers to concentrate on their creative work. The office manager will join the management team at weekly operations meetings and monthly operating board meetings.

This role requires a blend of financial acumen, human resources management, and operational oversight, all aimed at fostering a productive and positive work environment.

Key responsibilities:

  • this person will be in a leadership position responsible for the management of a team of three including a bid manager, accountant and studio coordinator
  • in this role, you will work closely in all activities with the directors
  • administrative oversight: manage daily office operations, including scheduling meetings, handling correspondence, and overseeing the maintenance of office supplies and equipment; this will include supporting the team and directors with diary and travel management

Skills and qualifications:

  • proven six to ten years’ experience in office management, preferably within an architecture or design firm
  • strong organizational skills with the ability to manage multiple tasks and priorities efficiently
  • excellent communication and interpersonal skills, with an emphasis on problem-solving and team support
  • familiarity with financial management, including budgeting and payroll; ideally experience using CMAP and Zero
  • proficiency in office software, including MS Office Suite and project management tools

Role 1: financial administration

Take charge of financial tasks to ensure the firm operates within its financial parameters, working alongside the directors and accountants.

Tasks would include:

  • budgeting: develop and monitor the firm’s budget in consultation with directors to ensure that all departments have the resources they need to function effectively while maintaining financial efficiency; this involves adjusting the budget as necessary to reflect the firm’s changing needs and objectives
  • accounting queries: serving as the primary liaison between the firm and our accountants; managing all accounting queries; this involves clarifying any discrepancies, providing necessary documentation, and ensuring that our financial practices comply with accounting standards
  • invoicing: oversee the invoicing process, ensuring that all client invoices are issued promptly and accurately; this task requires close coordination with project architects to verify that billing details align with the scope of work and contract terms
  • payroll processing: manage payroll, process payments, handle deductions, and ensure compliance with tax laws; this responsibility includes managing payroll for various categories of staff, from full-time employees to contractors, across different projects
  • bookkeeping: the day-to-day financial operations, including tracking expenses, managing accounts payable and receivable, and maintaining accurate financial records; provide a clear and up-to-date financial picture of the firm at all times

Role 2: human resources management

Oversee all HR functions, including the recruitment and training of administrative staff, coordinating performance evaluations and resolving workplace issues. This will include employment contract preparation and issue and ensuring that Makower Architects is complying with relevant employment law.

Tasks would include:

  • client relations: serve as a front-of-house manager to clients and the design team, ensuring clear communication and customer satisfaction
  • project support: assist with project management tasks as needed, contributing to the successful delivery of architecture projects
  • health and safety: lead on compliance with our practice Health and Safety policy, overseeing matters and addressing any issues
  • integrated quality management: manage ISO certification matters relating to the practice premises and operations, including documentation of environmental audits and carbon/energy uses of the business

Role 3: office operations and PR

This role is integral to the efficiency and effectiveness of the day-to-day running of the practice.

For the right candidate this could become a management role and offer the opportunity for growth and a more wide-reaching role as follows:

  • involvement in business development activities
  • taking a leadership role in the management of PR for the practice involving the collaboration and coordination of team members to produce content for the practice
  • work with the directors to organise and promote cultural events for the office within the cabin (studio) including roundtables, events, parties etc.

The successful candidate will be an adaptable, detail-oriented individual who thrives in a fast-paced environment. If you are a proactive problem solver with a passion for supporting creative teams, we would love to hear from you.

Please submit your application via the ‘apply for job’ button below.

Salary: Undisclosed
  • Applications have closed.