Stanton Williams is currently looking for an experienced project administrator to join its team in London.
The project administrator role is an important role within the practice and an integral part of the project teams, providing a high standard of support to ensure the smooth running of multiple projects and make a positive contribution to the running of the practice.
We are looking for experienced and talented individuals who are proactive and have strong communication skills and a proven ability to coordinate between project team members, client representatives, consultants and suppliers. Working within the practice’s quality assurance procedures to provide strong administrative support to architectural project teams and team leaders.
Candidates should be able to demonstrate logical thinking, effective and efficient working, and good listening skills. They should be proactive in their approach and attitude. We are looking for candidates who have experience working in a team to develop systems and protocols that respond to the changing project and practice needs and work towards continuous improvement.
Essential to the role are strong Word, Excel and Outlook skills, and proficiency in InDesign, diary management and document control applications.
The project administrator will report to the project leader.
The project administrator will work with a number of associates, delivering the administration duties on their projects in accordance with the practice’s QA procedures. The role will ensure the smooth running of the project team in-house as well as communications and coordination with project clients, consultants and suppliers externally. The role will underpin all aspects of their projects to ensure smooth running and be a key member of the team.
- 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 backup for the reception if required
- undertaking other support activities that can be reasonably requested by Stanton Williams
- looking after assigned project leader, 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 schedules as required
- ensuring that internal project meetings are properly managed, liaising with other members of the support teams in-house to book rooms and 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
- assisting 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 documents 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
This role requires at least two years experience of undertaking similar roles in an architectural environment.
The project administrator must:
- have sufficient knowledge and understanding of project management to be able to manage, coordinate 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 occur
- 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, working 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
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