STUDIO COORDINATOR / ASSISTANT TO DIRECTORS

New
  • Location
    Guildford, Surrey
  • Category
    Admin. Secretarial and PA - Other Admin & Secretarial
  • Contract Type
    Permanent
  • Salary
    £ 28000 - £ 30000 / Year
  • OrganizationType
    Office

STUDIO COORDINATOR/ ASSISTANT TO DIRECTORS


£28,000 -£30,000 plus benefits such as 20 days holiday +BH, Pension,


Guildford with on-site parking


Monday to Friday, 9am to 5:30pm


Start date: Asap!



Overview:


An excellent opportunity join a global interior design practise in Guildford!


You will be responsible for ensuring an efficient and effective front of house service to both visitors and staff, ensuring the smooth running of the studio and working closely with the Studio Support team to ensure planned maintenance and contracts are in place and carried out, along with the supporting documentation.



Studio Coordinator - What you will do?



  • Welcoming guests and staff. Ensure signing in book used by visitors, and separate sign in sheet for contractors.

  • Monitor consumables for the Guildford studio, and order as required.

  • Managing incoming and outgoing post/ receiving deliveries.

  • Supporting/running discrete projects - e.g. office moves and keeping studio seating plan up to date, liaising with the Tech Team for any technology requests.

  • Making sure that the car park schedule is kept up to date and to make sure reservations for Directors and visitors are made.

  • Management of building services including Water, Electricity, Lighting, Heating/cooling system. Keep the PPM up to date and quickly deal with any premises reactive work for the studio, following the purchase order process as necessary.

  • Instigate and manage procedures and documentation of office services. Keeping an up to date record of all work carried out within the office management folder.

  • Manage appropriate waste management, recycling and documentation to meet the requirements of current legislation.

  • Making sure that the cost for the studio is kept within budget and to attend a monthly meeting with Head of Studio Support and Studio principals.

  • Appointment and management of appropriate contractors and engineers to maintain/refurbish the studio premises to current legal standards.

  • Manage heating and air conditioning, responding to peaks and troughs as appropriate.

  • Weekly fire bell test, recording of results and liaising with Fire Wardens for 6 monthly tests.

  • Communicate to staff on a regular basis, keeping them up to date with any changes to the office as well as Daily communication of office coffee and food van arrival.

  • Solving and dealing with any reactive work in the studio should they arise within a fast- paced work environment.

  • Working with the architects to ensure that we are working towards our WELL accreditation for the overall wellbeing of those in the studio as well as reducing our environmental impact.

  • Maintain appropriate procedure to ensure the security of the studio equipment, staff and premises. Lease with the studio principal, security management and CCTV company when needed for example; weekend work and lone working.

  • Responsible for storage and displays of the office in response to team requirements, keeping the office organised as possible.

  • Select and manage cleaning contractors to maintain cleanliness and appearance of the studio

  • Oversee the smooth operation of the print room, informing the technical team if an engineer needs to be called on site.

  • Carry out premises inductions for new starters and ensuring all equipment is returned for leavers.

  • Flushing water points at a regular basis keeping a record of this to contribute to our prevention of legionella.



Assistant to Directors:



  • Extensive contact with clients, consultants and contractors, maintaining contacts and project directories on company information database as required.

  • Managing and ensuring the credit card expenses are processed for Directors monthly.

  • Printing and binding documents for Directors and team as required

  • Ordering couriers as required.

  • Assisting with phone cover for all studios as and when required.

  • Arranging internal and external meetings in the office or outside of the office.

  • Any other duties that are consistent with your job role that may be required.



To be successful in this role you'll have:



  • Good working knowledge of Word, Excel, Outlook and PowerPoint.

  • Good and accurate typing speed.

  • Able to work with web-based collaboration tool.

  • Able to maintain confidentiality.

  • Highly organised and efficient with attention to detail.

  • Excellent communication skills

  • Previous Assistant / Secretarial experience.

  • Experience of working in an architects practice or similar industry would be an advantage



If this is for you then you should apply today! If you know someone else who may be suitable, please pass on their details or ask them to apply!


Click on the apply button or call me, Annie Hollidge for more information on the role on 0208 542 6688.


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To speak to a recruitment expert please contact Annie Hollidge