Administrator & Marketing Assistant

1. JOB TITLE: Administrator & Marketing Assistant

2. BASED AT: London Office

3. POSITION REPORTS TO:

3.1. London Directors

3.2. Head of Marketing

4. JOB PURPOSE:

4.1. Ensure the smooth running of the London office, including general administrative support for the practice.

4.2. Assist our marketing efforts alongside the Head of Marketing

5. Administration Responsibilities

5.1. General administrative duties as required, including answering telephones, messaging, creating reports and minuting meetings as required.

5.2. Management of the office space, including tidying and maintaining stationery and general office supplies

5.3. Manage administration through Rapport, including timesheets, new projects, and leave booking, including providing employee support.

5.4. Provide timesheet reports to project leads and accounts as part of our project invoicing process.

5.5. Organise travel and hotels as required.

5.6. Discretion in dealing with confidential financial and personnel information.

5.7. Coordinate the recruitment application process across both offices.

5.8. Coordinate inductions to new starters, and other HR support as required.

5.9. Work with the MA+ London team to organise social and other events.

5.10. Assist with the maintenance of the Quality and Environmental Management Systems accreditation and yearly Quality and Environmental management audits (ISO9001 & ISO14001).

5.11. Assist with yearly renewals such as Constructionline, CHAS, RIBA Chartered Practice renewal and Benchmarking, PII Renewal, and Cyber Essentials.

5.12. Organise project start up and end of project meetings, with director / project lead to enable accurate project set-up on Rapport and file set-up in project folder, with correct stages, rates etc.

5.13. Ownership of Job List, updating and sourcing information for useful metrics.

6. Marketing Responsibilities:

6.1. Facilitate the bid tender process as we seek new work, including portal management, bid summaries and submissions.

6.2. Assist with the production of tender documents (using InDesign or Word) and material including organograms and CVs.

6.3. Update generic marketing material such as CVs, project descriptions and generic bid answers.

6.4. Lead the production of newsletters in collaboration with the Office Manager and Head of Marketing.

7. General Responsibilities

7.1. Maintain Health & Safety within the workplace, and on site.

7.2. Carry out your duties in line with the Quality, Health, Safety, Environmental Management (QHSEM) policies and procedures, including using company templates and protocols.

7.3. Keep a record of time spent on each task on a timesheet completed by the end of each week.

8. Preferred Experience:

8.1. Adobe InDesign.

8.2. Microsoft Office including Word, PowerPoint and Excel.

The Company reserves the right to amend this job description from time to time and further reserves the right to require you to undertake additional tasks and duties as may be, from time to time, required within your capabilities, or ask you to transfer to an alternative job; where this is agreed on a permanent bases, it will be confirmed to you in writing.

However, you will not be assigned duties or required to perform services which you cannot reasonably perform, or which are inconsistent with the position or status that you hold. You will be subject to the flexibility and mobility terms referred to elsewhere in this Contract of Employment. Should you be requested to undertake any additional responsibilities, you are required to familiarise yourself with the relevant section of the Staff Handbook, which the Company may amend from time to time.