Studio Coordinator

  • Location:


  • Sector:

    Business Support

  • Job type:


  • Salary:

    £25000 - £30000.00 per annum

  • Contact:

    Carly Thomas

  • Job ref:


Studio Coordinator

Architectural Practice

Office Based



An exciting opportunity has arisen at growing and collaborative architects for an energetic and self-motivated Studio Coordinator to join the small but effective operations team. This practice is well established and has won an international reputation for its award-winning housing, cultural, educational and mixed-use projects

Experience of / interest in art and design is essential.

They are looking for a proactive individual to join the practice who is able to move between the day-to-day needs of a Studio and the longer term organisational strategies. The ideal candidate should be able to take the initiative overseeing the daily needs of office life. They will be an informed ambassador for the Studio, with a welcoming attitude, and the ability to be the first point of contact for clients, suppliers and consultants visiting the office. Attention to detail throughout is valued and part of the culture of the Studio.

Office and Administration responsibilities

  • Support the development of office systems with Directors and Operation Director
  • Coordination and maintenance of studio infrastructure and working spaces
  • Oversee/implement health and safety policy and fire safety assessment
  • Management of telephone and alarm systems
  • Liaising with external IT collaborator and backup tapes administration
  • Manage printer contract and liaison with printer leasing company whenever needed
  • Support the Directors to ensure compliance to GDPR regulations
  • Day to day liaison with landlord and management company
  • Central hard copy information resource of
  • Supervision of tidying the studio and contract cleaning
  • Answering, responding to and forwarding, incoming calls, emails and post to the studio, jointly with the PA
  • Welcoming clients and visitors to the studio and organising, booking and preparing meeting room/tables for meetings
  • Coordination of all studio CPDs, talks and lectures, trips and social events
  • Restocking of office supplies (stationery, fruit, cleaning supplies, etc)

Finance and HR responsibilities

  • Support the Operations Director and Finance Manager to collate information and maintain adequate records for:
  • Monitoring and recording of staff annual leave and sick allowances
  • Employee contract administration and new staff inductions
  • Organisation, administration and minutes of yearly staff reviews
  • Monitoring, updating, upkeeping of the resourcing spreadsheet
  • Recruitment and interviewing of administration team
  • Planning and coordination of work experience placements
  • Updating the HR and resourcing software with staff information, and ensuring architectural staff update their timesheets on a weekly basis

Project responsibilities

  • Ensure client contract is kept in central resource
  • Updating virtual archiving system to ensure a tidy and accessible project filing structure
  • Support Associates, Directors, and Operations Director with any project administration duties as needed
  • Achieving ISO9001 certified status by end of 2018
  • Monitoring and administering systems relating to project resources cost in conjunction with the Operations Director

PA responsibilities

Covering for the PA as needed, including:

  • Administration, filing and coordination of all domestic utility invoices and contract renewals for directors.
  • Diary management and scheduling as required

Undertaking such other duties as may reasonably be required. This role works in close conjunction with the part time Operations Director, the full time PA to the Directors, and the Project Accountant.

Personal Specification

Proven experience in a similar role

Excellent communication and people skills

Proficient in using computers and Microsoft Office, especially Excel

Ability to pick things up quickly and make decisions using initiative

Excellent accuracy and attention to detail

Organised, flexible, and proactive approach to work

Superb organisational and time management skills

Ability to deal with sensitive personnel matters and confidential information with discretion.

Calm, effective and positive approach to any stress in the studio

An understanding of basic financial tasks such as petty cash administration and reconciliation

An interest in the arts, in particular contemporary architecture and/or visual arts

Experience in an HR and/or Finance role

If you have the above skillset and experience, please submit your CV