Studio Coordinator

Our client, an internationally renowned architecture and interior design practice, is seeking an experienced Front of House Studio Support professional to join their successful and collaborative team. This is a fantastic opportunity for someone who thrives in a dynamic studio environment and takes pride in delivering an exceptional visitor and employee experience as well as providing first class administrative support to the wider team.

• Hosting and running all aspects of reception, with special focus on providing a concierge level of welcome and service to visitors.
• Being the face of the business, the first point of contact for clients, staff, and suppliers
• Ensuring all visitors to reception sign in
• Ensuring the reception area is always maintained to the highest standard
• Answering and screening all calls, announcing as necessary, and general enquiries
• Open and/or lock up reception including opening/locking windows, clearing and tidying rooms etc
• Booking meeting rooms and ensuring they are in good order throughout the day
• Booking cabs, and courier services and as part of this keeping accurate, up-to-date records
• Receiving deliveries; make sure all deliveries are for the studio and are collected promptly
• Manage post including sorting and distributing daily, franking and sending all outgoing mail daily, and maintaining and managing the franking machine including contract
• Monitor CP inbox daily
• Manage the daily/weekly Attendance Register for all staff (UK and HK)
• Provide daily list of sickness absences for UK)
• Coordinate and communicate working from home arrangements for the team for the following week
• Report to the Studio Director on the above on a regular basis bringing concerns to their attention

Studio and Facilities

• Management and maintaining main studio spaces
• Responsible for management and maintaining all aspects of main studio spaces and facilities day to day including tidying the kitchen, bathrooms, meeting rooms, open plan spaces, caring for plants etc. and carrying out regular checks throughout the day to ensure that the highest standards are maintained.
• Responsible for coordinating building and studio maintenance and repairs either through liaison with landlord or directly, including managing relationships with external service contractors e.g. cleaners, security, waste collection, plumbers, electricians etc
• Manage office security including but not limited to staff training, distribution and replacement of building keys/access fobs, alarm maintenance and callouts, liaison with security company
• Order all office supplies such as stationery, daily kitchen essentials, refreshments for monthly staff meetings and any ad hoc items
• Monitor standards from suppliers and raise any issues with them as necessary
• Check supplier invoices, approve and pass onto the Finance Team for payment. Provide invoice and receipts to the Finance Team for any credit card purchases.
• Daily monitoring of the Office Manager mail box
• Assist the Social Working Group with company events e.g., monthly staff meetings and pin-ups, staff activities and social events such as charity days, quizzes and exhibition visits
• Working with the Sustainability Working Group to coordinate, action tasks and maintain records on various environmental and sustainability matters in relation to the studio to ensure that targets and annual accreditations are met.
• Report to the Studio Director on the above on a regular basis bringing concerns to their attention

Provide assistance to the Design Team, Marketing and Communications Team, Finance Team and fellow Studio Support Team with certain tasks, such as, but not limited to:

• Carry out the new starter and health and safety induction to introduce them to the team
• Book meeting rooms and when required arrange refreshments including clearing up afterwards
• Make flight, hotel and transfer bookings
• Check visa and vaccination requirements and travel advisories
• Update intranet when required
• Ad-hoc tasks when required by the Finance Team (e.g. scanning documents)
• Report to the Studio Director on the above on a regular basis bringing concerns to their attention

MARKETING AND COMMUNICATIONS SUPPORT

Support to the marketing and comms team

• . Provide support to Head of Marketing & PR to help arrange call-overs, internal communications, CPD sessions and social events for London staff.
• Provide support to Head of Marketing & PR in delivering both internal and external events. This includes support in organising supplies, managing RSVPs, capturing social media content during the event, and ensuring the event is executed well. The number and type of events will be determined by the events diary.
• Show initiative to develop job knowledge by participating in educational opportunities and read key publications to establish industry knowledge
• Report to Head of Marketing & PR on a regular basis