Studio Administrator

About DiA

The Role

What You'll Be Doing

• Managing general studio administration.
• Monitoring shared administrative inboxes where required.
• Organising meetings and appointments.
• Coordinating diaries.
• Preparing meeting rooms and information.
• Maintaining contact directories.
• Coordinating travel and accommodation where required.
• Managing couriers, deliveries and post.
• Ordering office supplies and consumables.
• Liaising with suppliers and service providers.
• Maintaining subscriptions and administrative records.
• Supporting general studio organisation.

Project Administration

• Setting up new project records.
• Maintaining project contact lists.
• Arranging client and consultant meetings.
• Circulating meeting invitations.
• Preparing agendas.
• Taking and issuing meeting minutes where required.
• Maintaining action trackers.
• Following up outstanding actions.
• Assisting with project correspondence.
• Maintaining project filing.
• Assisting with document registers.
• Supporting drawing and document issue administration.

Document & Information Management

• Maintaining project folders, administrative records, templates, correspondence, registers, meeting records, company documentation, internal databases, SharePoint/cloud filing, and Notion workspaces and trackers.
• You should be comfortable working within established naming and filing systems and willing to challenge poor administrative habits when information is not being stored correctly.
• Accuracy matters. Documents should be easy to find, correctly named and properly recorded.

Actions & Follow-Up

• Reminding a team member about an overdue action.
• Following up a consultant.
• Checking whether information has been received.
• Confirming that a meeting has been arranged.
• Checking whether documentation has been returned.
• Following up an outstanding administrative item.
• Ensuring agreed actions are actually completed.

Principal & Management Support

• Diary coordination.
• Meeting scheduling.
• Preparing meeting information.
• Travel arrangements.
• Organising correspondence.
• Maintaining action lists.
• Following up agreed actions.
• Assisting with presentations and documents.
• General administrative support.

Finance Administration

• Maintaining invoice records.
• Issuing approved invoices.
• Recording supplier invoices.
• Tracking purchase documentation.
• Expense administration.
• Following up administrative information relating to payments.
• Maintaining basic financial records and trackers.
• Collating information for the accountant.
• Assisting with timesheet administration.

People & HR Administration

• Employee records.
• Onboarding documentation.
• Induction arrangements.
• Holiday records.
• Sickness records.
• Training records.
• Probation and review scheduling.
• Recruitment administration.
• Interview scheduling.
• Preparing standard documentation.
• Maintaining confidential personnel files.

Recruitment Support

• Posting vacancies.
• Receiving applications.
• Maintaining candidate records.
• Arranging interviews.
• Communicating with candidates.
• Coordinating interview diaries.
• Preparing interview information.
• Maintaining recruitment trackers.
• Assisting with onboarding successful candidates.

Requirements

• Strong organisational skills
• Excellent attention to detail
• Good written and spoken English
• Professional telephone and email communication
• Confidence dealing with clients, consultants and suppliers
• Good Microsoft Office / Microsoft 365 skills
• Strong diary and meeting-management capability
• Good document-management habits
• The ability to manage several priorities simultaneously
• Discretion when handling confidential information
• Confidence following up outstanding actions
• A practical and solutions-focused attitude
• Previous experience within an architecture, interior design, engineering, property, construction or other professional design environment would be advantageous
• Experience with SharePoint, Notion or similar project/business-management platforms would be advantageous