Job Description: Office Assistant

This job description describes the key aspects of an Office Assistant within our practice.

This role is offered as a 6-month fixed-term contract, with the opportunity to transition into a permanent position. This is a part-time, office-based role (30h per week), working from our 150 Holborn studio in Chancery Lane, Monday to Thursday.

Within this position, you will have a chance to play a key role in supporting our dynamic, creative and inclusive workplace, allowing our multi-disciplinary London team to work seamlessly across our various departments. This role will require someone with strong interpersonal and communication skills who enjoys all aspects of client services. You should be personable, hands-on, proactive and efficient at providing well-rounded office support. This position will allow you to work closely with our Facilities Manager, supporting them with the smooth running of the studio and continuing to foster an agile working environment.

While we are open to reviewing candidates at various levels, an ideal candidate will already have 1-2 years relevant experience working within a similar scale environment.

Daily Tasks

As part of your daily tasks, you will:

• Provide efficient and professional services to all visitors and internal staff alike and respond positively to requests for information and assistance.
• Provide 360-support to Facilities Manager for special projects and all events.
• Provide ad hoc centralised administrative support to studio as needed.
• Liaise with staff to ensure all queries are responded to within practical time frames.
• Manage phone calls, emails and correspondence.
• Book all visitors into the building online portal system.
• Manage and book meeting rooms through Teams, Outlook and internal IT systems (ad hoc).
• Collaborate with Facilities Manager to prepare for visitors, events, conferences, travel arrangements requests and ensure efficient operations.
• Book taxis, deliveries, and couriers as needed.
• Set up meeting rooms with refreshments and audio/visual equipment as required.
• Ensure all meeting rooms are presentable, replenished and tidy after each meeting, including clearing away, restocking equipment, wiping tables and erasing whiteboards.
• Order and coordinate lunches and refreshments for client and staff meetings when needed.
• Keep the office clean, stocked and organised especially communal areas, meeting rooms and storage room.
• Manage office supplies inventory and place orders when necessary.
• Assist in setting up allocated spaces for Design Reviews, seminars, and other functions.
• Tidy up sample Library and provide ad hoc support for design teams when needed.
• Coordinate deliveries, mail and packages.
• Liaise with Facilities Manager on day-to-day office activities and report any incidents or requests.
• Follow company procedures for security and health and safety to maintain safe working environment.
• Adhere to company professional and ethical standards, maintaining confidentiality of sensitive information and client NDA.
• Provide additional support to staff members and departments for onsite and offsite events where needed.