A London based forward thinking architectural practice with a diverse portfolio nationally, are looking for an Operations Manager for their Islington based office. This is a varied and busy role where you will get involved in finance, administration, office management, HR support, PA support to the director and assisting with various improvement projects. Manage the day to day running of the studio.
This is a fantastic architectural studio with sustainability at its core. They are looking for a confident and self-motivated individual to join their team. As operations manager they will be at the heart of the practice, expected to take the lead in a broad range of duties.
Manage the company bookkeeper, ensuring all accounts records are accurate and carried out within accounting and HMRC deadlines.
Manage company cashflow forecast and have a firm grasp of the practice’s current and projected financial standing.
Ensure payment of all invoices correctly and within payment terms.
Manage payroll, salary payments, pensions and other PAYE duties.
Client invoicing and chasing debtors.
Carry out financial analysis to best represent the practice’s financial activity.
Present financial reports and lead monthly management meetings.
Work with the architectural team to monitor job progress and profitability.
Manage resourcing for project programmes.
With the director and associates develop the practice’s business plan.
Manage Tender Portals and assist with bids and competitions.
Assist with fee proposals and resourcing planning.
Ensure policies comply with current HR laws and regulations.
Manage all major HR matters. Including, but not limited to maternity/paternity, amendments to contract, grievances, disciplinary action, flexible working, EDI development, redundancy, promotions and benefits etc.
Plan for and manage recruitment processes for staff of all levels and roles.
Manage staff induction, appraisals and performance management, annual leave and salary reviews.
Draw up contracts, ensuring documents and practices comply with current employment and H&S law.
Act as line manager for other administrative staff as required.
Accountable for all general administrative and housekeeping duties – cleaner, window cleaner, fire and security companies, energy companies etc.
Ordering/maintaining IT equipment, licensing, and software systems. Overseeing updates and roll outs of new systems and protocols.
Office based and COVID-19 Risk assessments.
Manage all insurance renewals (PII, Employers, Office, Cyber) and updates.
Manage the ISO 9001 accreditation and manage workflow. Maintaining compliance, implementing changes and managing the annual external audit process.
Manage all business legislation changes and manage their effect and implementation into the practice i.e. GDPR, HR, Pension changes etc.
Arranging social events and staff gifts.
Publicity and PR
Act as first point of contact and manage opportunities with external PR consultants.
Newsletter – Manage and create content for quarterly newsletter.
Website updates and PR pipeline planning, including Social Media planning and content creation with designated architectural team member.
Awards – keep abreast of upcoming awards and assist with submission preparation
Liaise with photographers, collaborators, event organisers and any other PR related contacts when required.
Proficient in Microsoft Office suite.
Proficient in Xero.
Proven knowledge and experience of managing HR/managing people.
Proven knowledge and experience of managing business finances.
Equally comfortable working on their own and as part of a team.
Excellent communication and interpersonal skills, with a proven ability to take initiative and build strong, productive relationships.
A flexible and pro-active attitude with exceptional time management.
A genuine interest in sustainable design and the built environment. Ideally the candidate will have solid experience in the architecture industry.
Eligibility to work in the UK
If you have all of the above skills and experience and can travel to North London with ease, please submit your CV