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Office Manager
Office Manager, NBBJ London
NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company, a Fast Company Most Innovative Architecture Firm, and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach, fueled by ideas and collaboration, which creates healthy buildings, strong communities, and a resilient environment. Pursuing a career at NBBJ will allow you to make extraordinary impacts with leading clients, diverse colleagues, and offices across the globe. Explore more about working at NBBJ at NBBJ.com.
The Role at a Glance
This is an exceptional opportunity to join NBBJ London as an Office Manager.
The primary objective is to ensure the smooth day-to-day operations of the London Studio, supporting the London Partner, Core and Administrative Teams. The role also involves collaborating globally with other NBBJ offices across training, standards updates, and project team coordination.
Responsibilities
London Partner Support
- Oversee calendars and manage travel protocols when required.
Core Team Support
- Keep an up-to-date Core Team Meeting Action Tracker and ensure all deadlines are met.
- Apply for and maintain licenses, registrations, and professional affiliations.
- Submit and track continued education credits.
Project Support & Resourcing
- Ensure senior managers have access to the most current key project data from past and ongoing projects. Transfer lessons learned before new projects begin.
- Record and update latest work plans in Deltek Vision.
- Keep the team updated on recruitment opportunities, while aligning with resourcing needs for all projects.
- Maintain a log of staff holidays.
- Collaborate with Human Resources, IT, and Facilities to onboard new employees—ensure smooth orientation and welcome processes, updating records as needed.
- Coordinate with work experience students.
- Assist in administrating the Career Development & Advocacy program, recognizing and facilitating goals and aspirations.
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Office Management
- Oversee day-to-day running of office operations, including:
- Budgeting and expenditures reporting for City Roads to the Studio Operations Leader.
- Acting as the administrative point person for general office inquiries.
- Managing office petty cash.
- Supporting office-wide events.
- Handling communications and notifications.
- Interface with the firm’s departments (Travel, Accounting, Human Resources, Facilities, IT) on behalf of the London office, ensuring access to the latest information and training.
- Manage project central filing, electronic document filing, and archiving.
- Work with the Global Facilities Manager to research and supervise office contracts (e.g., recycling, electricity, AC maintenance, cleaning).
Administrative Team Leadership
- Manage and mentor the Administrative Team for efficient Front of House operations and project admin support.
- Facilitate linkages with project leads to ensure team administrative support is aligned as required.
- Support the Core Team in defining roles and responsibilities for the studio admin team.
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Requirements
To succeed in this role, you will need:
- 6–8 years of experience in administrative support.
- Proactive and independent-minded "self-starter" — able to identify issues and propose solutions.
- Demonstrated decisiveness, ability to manage high-volume workloads and make quick decisions to support office leadership goals.
- Expertise in working across diverse stakeholders and prioritising tasks with high-level leaders.
- Strong prioritisation and execution skills, including adaptability with ambiguity.
- Exceptional customer service skills, backed by clear professional writing and communication.
- Proven ability to work collaboratively with creative professionals under dynamic scenarios.
- ** sattention to detail**, high organisational skills, and strong multitasking capabilities.
- Expert computer skills, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience in an architecture/design firm is ** preferable**.
- Familiarity with project management is advantageous.
- Experience with the full Adobe Suite is desired.
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