Administration Assistant – London / by Broadway Malyan Admin

We are a successful international Architectural Design Practice and employ over 500 staff in 16 locations. Our London Studio is currently looking to recruit an experienced Administration Assistant with 2 – 3 years’ experience to support the Studio Manager and assist with the running of the Studio. 

Responsibilities

• Collecting/distributing incoming post and franking outgoing post

• Upkeep of sample areas, stationery areas and general office, including meeting rooms

• Maintaining and ordering office stationery supplies, including print room paper 

• Maintaining printers, ensuring they are stocked with paper / toner and assisting with print jams when required 

• Answering overflow phone calls, assisting with meeting room bookings, collecting guests and making beverages for meetings

• Booking extensive flights, train travel and accommodation

• Assisting travellers with vaccination requirements, to include booking appointments and arranging collection of medication 

• Assisting with Visa and Passport applications 

• Typing and formatting Minutes, Letters, Agenda’s and CV’s

• Photocopying, Collating, Binding and Scanning documentation

• Ensuring all staff absences are recorded and logged

• Co-ordination of new starter photos and ID passes 

• Filing/archiving and assisting with regular office tidying and reshuffles 

• Organise and record CSCS Cards (H&S pass for site)

• Completing and logging purchase orders for finance team

• Process incoming invoices and sending to finance team 

• Completing Director’s timesheets, expenses claims and company credit card statements 

• Assisting with miscellaneous ad hoc tasks as and when required 

• Providing support to Studio Manager and Directors 

• Co-ordinating diaries and meetings for Directors 

• Involved in the day to day admin support for the London Studio

Person Specification

• Excellent organisational skills, able to multitask and meet deadlines.

• Positive attitude and willingness to help others particularly with tasks that are outside of normal job responsibilities 

• Proficient in Microsoft Office, particularly Word and Excel.

• A keen attention to detail, ensuring the accuracy of documents at all times

• Professional and flexible attitude, with the ability to prioritise a changing to do list

• Self-motivated and shows initiative  

• The ability to work well in a team and independently 

• The successful candidate must be confident liaising with all levels of staff, in a friendly but professional manner

Location: Southwark, London

If you are interested in this vacancy, please send your CV quoting the job title in the subject line. No agencies please.

Broadway Malyan is an equal opportunities employer

Email CV

 

 
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