Carey Jones Chapman Tolcher (CJCT) are looking for a proactive Administrative Assistant to support the smooth day-to-day running of our Leeds and London studios. This is a varied role, based in either Leeds or London for 3-days per week, that requires exceptional organisation, problem-solving skills, and the ability to manage multiple tasks with efficiency and attention to detail. Working closely with the Group Practice Manager, you’ll be the go-to person in the office, ensuring everything from studio management to administration runs seamlessly.
Responsibilities
Admin
* The go to person for members of staff, assisting in general requests and ad hoc tasks from the team.
* Problem solving day-to-day issues.
* Answering and screening phone calls and generic office email inbox.
* Checking and distributing post and deliveries.
* Arranging couriers.
* Organising meeting rooms. Assisting in managing meeting room diaries, ensuring there is adequate time between meetings for tidying up and preparing refreshments. Organise lunches if required.
* Greet clients and guests and ensure they are looked after at all times.
* Take minutes for meetings if required.
* Liaise with Group Practice Manager, assisting with ad-hoc tasks when required.
* Organise and record CPDs for both London and Leeds, organising lunch when required.
* Ordering of office supplies – Stationery, kitchen, PPE etc.
* Troubleshoot IT problems, where possible, otherwise liaise with the IT Manager to ensure the smooth running of the offices.
* Archiving and filing soft and hard copies of documents.
* Printing, binding and photocopying.
* Assist with arranging travel.
* Type letters, email correspondence, project material and minutes.
* Update and maintain accreditation memberships, portals & PQQs.
* Assist architectural staff with document control as required.
* Send incoming invoices and remittance advices to the Finance department.
* Raise Purchase Orders for all purchases and track reimbursable amounts.
* Collect/request VAT invoices for all purchases where a VAT receipt is missing.
* Maintain holiday and sickness records.
* Maintenance of personnel filing.
Facilities
* General housekeeping of the studio, ensuring the whole office including meeting room, print area and kitchen area are kept safe, tidy and well-presented at all times.
* Manage supplies and suppliers and liaise with annually for documents i.e. Health and Safety policies, COSHH sheets.
* Liaise with Building Management within the Leeds and London studios when required.
* Liaising with cleaning companies when required.
Health & Safety
* Assist in implementing and managing the H&S policy and procedures.
* Plan H&S activities and conduct regular tasks as detailed in the plan.
* Liaise with external H&S consultant and assist in hosting the annual audit.
* Attend quarterly H&S management meetings.
* Maintain accurate records.
* Liaise with Building Management on their H&S records.
* Save H&S bulletins to London and Leeds servers.
Requirements
* Minimum of 2 years’ experience in administration.
* Good knowledge of Microsoft applications.
* Good numerical skills with a logical approach to tasks.
* Excellent attention to small details.
* Extremely organised to ensure no task ‘slips through the net’.
* Excellent prioritisation and problem-solving skills.
* Excellent written and verbal communication skills with people of varying authority.
* Common sense and resilience.
* Level headedness and the ability to work under pressure.
* Excellent time management and flexible when it comes to working hours.
Please email studio@cjctstudios.com if you have any queries about the position.
Strictly no agencies.
Seniority level
* Entry level
Employment type
* Part-time
Job function
* Administrative
* Industries
* Architecture and Planning
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