Project Administrator

Overview

We are looking for a proactive and highly organised Project Administrator to support our Directors, Project Teams, and Commercial functions in our London studio. This role is integral to ensuring the smooth running of administrative operations, including project documentation, travel coordination, meeting support, and front-of-house assistance. You will be the go-to person for both project and executive-level administration, while also supporting the overall studio environment.

Key Responsibilities

Project & Team Support

• Provide day-to-day administrative support to Directors and Project Teams, including meeting coordination, diary management, and secretarial duties.
• Prepare, edit, and format reports, minutes, and other operational documents.
• Assist in project documentation and bid submissions, including light formatting and research tasks.
• Support the coordination and tracking of project plans, resource planning, and team scheduling.
• Maintain and manage accurate project records and documentation on SharePoint and internal servers.
• Coordinate with Commercial and Project Leads on the implementation of project management and design process standards.
• Train and onboard new Project Administrators, providing guidance on internal tools, templates, systems, and processes to ensure a smooth transition into the team.

Client & Meeting Coordination

• Organise internal and external meetings, including agenda preparation, minute taking, follow-ups, and room booking.
• Coordinate client studio visits in collaboration with the Office Manager, including catering, presentation materials, and visitor logistics.
• Book client and consultant appointments, including venues and travel arrangements.
• Support Directors with business development collateral, making minor tweaks to presentations where required.

Travel & Logistics

• Arrange travel, accommodation, and visas for Directors and team members through preferred travel providers.
• Maintain up-to-date contact lists, input client information into internal systems (e.g. Cito), and support diary/calendar management.

General & Ad Hoc

• Support other Administrators and front-of-house reception as required.
• Help maintain a high standard of studio presentation in line with company expectations.
• Perform other ad hoc duties to support business operations.

About You

Skills & Experience Required

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and Oracle. Experience with InDesign and Illustrator is advantageous.
• Demonstrated experience in a fast-paced, people-oriented environment managing multiple priorities.
• Experience within professional services and/or built environment sector preferred.
• Highly organised with exceptional attention to detail and problem-solving abilities.
• Strong written and verbal communication skills.
• A proactive, can-do attitude and a collaborative team player.
• Confident and professional when engaging with individuals at all levels of the organisation.