Key points

Overview

At ZHA, we are seeking a Project Coordinator / Team Administrator to join our London team on a permanent contract. The purpose of the role is to be responsible for providing administrative services and support to junior and senior members of the Project teams.

General day-to-day tasks

Main responsibilities

Cluster Director/Directors/Associate Directors:

• Diary coordination, arranging internal and external client meetings and site visits (sending outlook invites, preparing travel arrangements)
• Provide administrative and coordination support to Project Directors and senior staff members within the cluster
• Filtering queries, developing a sound understanding of their requirements and responding accordingly
• Coordinate travel and all bookings, ensuring authorisation from general management for members of the cluster
• Liaising with the accounts departments for the preparation of cost – finance related documents: invoices, fee proposals, contracts, management accounts, etc.
• Assist Directors and Associates with expenses

Other areas of responsibility and Cluster support (not exhaustive):

• Provide ad hoc administrative and coordination support to the Project Architects and relevant teams
• Check timesheets & assist with the allocation of project resourcing
• Liaise with accounts and other departments on behalf of the cluster and staff
• Assist with documentation related to project submissions
• Format correspondence & liaise with clients/ consultants
• Travel booking for the team including international visas
• Assist with project invoicing & staff planning as directed
• Assist project leaders updating project related information on workspace
• Co-ordinate with the New Business team for new project proposals
• Support in arranging documents for the Cluster Management meetings: overview of cluster forecasts costs, invoicing, debtors lists and project resourcing
• Set-up meetings, design review events & conference calls. Send invites & prepare documents/ agendas where necessary
• Co-ordinate with facilities management for desk moves, stationary & other office management items
• Co-ordinate with IT for computer problems, upgrades & queries
• Co-ordinate with Reception for meeting room booking, post & couriers
• Co-ordinate with People and Talent for new starters, interviews etc.
• Organise annual staff appraisals for the cluster
• Organise document translations where needed
• Assist in keeping the designated studio area tidy & organised
• Helping organise refreshments with occasional assistance in preparation for cluster events
• Cover other project coordinators’ holidays/sickness