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- Tasks: Support daily operations, manage communications, and assist with finance tasks.
- Company: Join a young and dynamic practice focused on efficiency and organization.
- Benefits: Gain valuable experience, work in a collaborative environment, and enjoy a full-time role.
- Why this job: Perfect for those looking to upskill and gain insight into business management.
- Qualifications: Strong communication skills, office management experience, and proficiency in Microsoft applications required.
- Other info: Full-time office-based position with a salary range of £25,000 - £32,000.
The predicted salary is between 25000 - 32000 £ per year.
Job Description:
Office Assistant
Reporting To:
Directors and Finance Manager
Purpose of Role:
Working closely with the Directors and Finance Manager, the Office Assistant will play a vital role in ensuring the efficiency and organisation of daily operations. This front-facing, people-oriented role involves handling enquiries, managing phone communications, and providing essential administrative support. Additionally, the Office Assistant will assist the Finance Manager with tasks such as raising invoices and logging payments. This position offers an excellent opportunity to upskill and gain comprehensive insight into business operations and management. The role will require 20% of the time dedicated to assisting with finance related matters and 80% general office management.
Hours:
9am-6pm Monday – Thursday, 9am-4pm on Friday
(Please note, due to the nature of this role, this will be full-time office based position)
What we are looking for:
- Excellent communication skills, fluent spoken and written English
- Prior experience in managing an office would be advantageous
- Proficient in microsoft applications. Any knowledge of Adobe software would be advantageous
- Assertive and well-organised with a meticulous attention to detail
- Ability to work in a fast-paced environment
- Cooperative attitude with excellent telephone manners
- Self-motivated and capable of working independently, switching tasks efficiently
- Knowledge of Xero or equivalent accounting software a bonus
Areas of responsibility:
General office:
- Assist with looking after the day-to-day running of the London Studio ensuring smooth running and efficiency of operations and administration procedures
- Manage all IT, software and telecoms across the business and work closely with the external IT consultant.
- Managing all elements of the studio maintenance, including general housekeeping, maintaining office supplies, collecting and sorting post
Administration:
- Deal with enquiries that come in either by phone or email and direct to the relevant people
- Phone management including answering the phone, filtering calls, taking messages
- Administration assistance to help with practice management and project support including assisting with fee proposals, reaching out for third-party quotes, filling out planning forms and posting where necessary
- Limited PA duties including booking travel including taxis, flights, accommodation
- Assisting with legal documents including insurance renewals and RIBA policy documents
Human Resources:
- Managing staff onboarding and offboarding
- Assist with organising CPDs
- Plan and coordinate logistics and catering of events including Summer Party, Christmas Party, internal events/socials
- Coordinating staff reviews and appraisal processes
- Assisting senior management with practice recruitment
Financial Support:
- Raising/Managing/Monitoring invoices on Xero
- Logging payments
- Adhoc finance support where needed
How to apply:
If you feel you could be a great fit for our young and dynamic practice, we’d love to hear from you. Please send across a CV to and a brief cover letter to outline your experience and why you think you’d be a good fit for the role. We look forward to hearing from you!
Salary will range between £25,000 – £32,000 dependant on experience
Office Assistant employer: UPP Architects + Town Planners
Contact Detail:
UPP Architects + Town Planners Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Assistant
✨Tip Number 1
Make sure to highlight your excellent communication skills during the interview. Since this role involves handling enquiries and managing phone communications, demonstrating your ability to communicate clearly and effectively will be crucial.
✨Tip Number 2
Familiarize yourself with the specific software mentioned in the job description, especially Xero or any equivalent accounting software. Being able to discuss your experience with these tools can set you apart from other candidates.
✨Tip Number 3
Prepare examples of how you've managed office operations in a fast-paced environment. This will show that you can handle the demands of the role and adapt quickly to changing situations.
✨Tip Number 4
Since the role involves some HR responsibilities, think about your past experiences with onboarding or organizing events. Sharing these experiences can demonstrate your versatility and readiness to take on various tasks.
We think you need these skills to ace Office Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in office management and administrative support. Emphasize your communication skills and any previous roles that involved managing inquiries or assisting with finance-related tasks.
Craft a Compelling Cover Letter: In your cover letter, clearly outline your experience and explain why you would be a great fit for the Office Assistant role. Mention specific skills like proficiency in Microsoft applications and any knowledge of Xero or Adobe software.
Showcase Your Organizational Skills: Demonstrate your attention to detail and organizational abilities in both your CV and cover letter. Provide examples of how you've successfully managed multiple tasks or projects in a fast-paced environment.
Highlight Your People Skills: Since this role is front-facing and people-oriented, make sure to mention your excellent telephone manners and cooperative attitude. Share experiences where you effectively communicated with clients or colleagues.
How to prepare for a job interview at UPP Architects + Town Planners
✨Showcase Your Communication Skills
Since this role requires excellent communication skills, be prepared to demonstrate your ability to communicate clearly and effectively. Practice answering common interview questions in a concise manner and consider how you can showcase your fluency in spoken and written English.
✨Highlight Relevant Experience
If you have prior experience managing an office or similar roles, make sure to discuss specific examples during the interview. This will help illustrate your capability to handle the responsibilities outlined in the job description.
✨Demonstrate Organizational Skills
Given the emphasis on organization and attention to detail, prepare to discuss how you manage tasks and prioritize your workload. You might want to share examples of how you've successfully handled multiple responsibilities in a fast-paced environment.
✨Familiarize Yourself with Financial Tools
Since the role involves assisting with finance-related tasks, it would be beneficial to familiarize yourself with Xero or similar accounting software. If you have any experience with these tools, be sure to mention it during the interview.
