Job description
Our client is a renowned architecture firm with offices based around the UK. They are looking for a Studio Assistant to join their team in the London office and work with the Studio Manager on any administrative, front of house and facilities work needed. This role is an integral part of the team as it ensures everything moves like clockwork. There is the potential in this role to also be offered the opportunity to complete a Business Administration Apprenticeship (level 3) for the right candidate. They are looking for someone with experience working in a similar Studio Assistant/Coordinator previously and who has great customer service and administrative skills.
The Role
•Work with the Studio Manager to manage the company's physical storage and archiving systems, ensuring they are effective and transparent to all staff.
•Respond to seasonal changes relating to the servicing of the premises and/or building.
•Help support the company in being a climate-conscious practice by managing the online AC & heating system including opening and closing windows in the studio.
•Act as one of the London Studio’s first aider and fire marshall to help maintain a safe and healthy working environment (if not qualified then training will be provided).
•Liaise with the Studio Manager to prepare, update, and implement front-of-house policies and procedures and ensure that staff are aware of relevant changes.
•Welcome staff and clients to the studio in a professional manner and ensure excellent customer service is provided at all times.
•Work closely with the in-house hospitality and catering team, to ensure that all meeting refreshments and lunches run smoothly for all staff and guests.
•Manage the desk booking system, GoBright, and act as the first point of contact for staff requests and queries.
•Assist with inducting new joiners into the building and ensuring they are issued their entry fob and their day box key, whilst updating records.
•Answer external calls and transfer them to the appropriate members of staff.
•Ensure enquiries sent to the Info and reception email accounts are dealt with promptly and efficiently.
•Manage couriers and distribute all post, and deliveries effectively and efficiently.
•Make travel arrangements for staff, including cost allocation to projects and carbon details.
•Work with the Events Coordinator and Practice & Studio Managers to assist company events which may on occasion require working outside of contracted hours.
•Ensure all spaces are clean and presentable to guests and staff, including meeting rooms, desks & collaboration spaces, front of house, open kitchen areas, and other communal storage areas.
•Ensure all areas are well stocked including stationery and bathroom supplies.
•Work with the Studio Manager to undertake regular reviews of suppliers including obtaining comparative quotations to ensure quality of service and value for money.
•Update and maintain displays and reading materials across the office.
•Put new ideas forward to improve the experience of our staff and visitors to our smart studio space.
•Act as the guardian of studio equipment, security fobs, all staff lists and studio keys.
•Ensure that the studio equipment is working effectively and organise any repairs and renewals when needed.
•Support the IT team with minor tasks mainly relating to setting up and testing PCs within our meeting rooms.
•Regularly inspect and monitor the condition of the London studio to ensure that appropriate standards are achieved.
The Candidate
•Proven experience of working in a similar Studio/ Office Assistant/Coordinator role.
•Excellent customer service skills.
•Self-motivated and able to prioritise activities to meet deadlines.
•Excellent team player with an outgoing manner and a calm disposition.
•Pro-active and hands-on approach.
•Energetic and positive attitude and work ethos.
•High level of attention to detail, excellent organisational and time management skills.
•Ability to multi-task in a fast-paced environment with a strong sense of urgency and professionalism.
•Strong verbal and written communication skills, with experience of interacting with colleagues at all levels.
•A natural social character who can build strong working relationships.
•Excellent interpersonal skills, with the ability to deal sensitively with a variety of audiences, and issues and apply appropriate judgements.
•Sound judgment and decision-making skills.
•Flexibility and willingness to get involved in areas that might be outside your core responsibilities.
•Experience in dealing with confidential and sensitive information.
•Proficient in Microsoft Office applications, including Teams, Outlook, Word, and Excel.
•Knowledge of Adobe Suite software is desirable but not essential.
If you’re interested in the role then please apply or send your CV with your location, salary and notice period, to jobs@whitespacerecruitment.co.uk. You can also message me on LinkedIn, www.linkedin.com/in/daisyflower
