Practice Administrator

Anthony Swaine Architecture Ltd. currently has a vacancy for the position of Practice Administrator. As administrator, you will help ensure that the office runs smoothly and efficiently, your clerical and administrative support will assist office personnel and optimise workflow. You will be the primary point of contact for all enquiries and requests, both by phone and email from Clients, professionals and trades.

Other responsibilities will include organising and maintaining files, supplies and equipment. The ideal candidate can prioritise tasks and will be self-motivated to work independently and as part of a team.

Potential for flexibility in working hours with salary to be negotiated before commencement of employment. Minimum of 25 hours a week.

Key Skills and Qualifications:

• Professional demeanour and attitude

• Trustworthy, able to respect confidentiality

• Capable of multitasking; strong time management

• Well-organised with strong attention to detail

• Excellent written and verbal communication skills

• Proficient typist and use of Microsoft Office especially Word, Excel and Outlook

• Past experience of running an office preferred

• English and Maths GCSE minimum Grade C or equivalent

Duties and Responsibilities

• Respond to calls, emails, and routine letters; directing enquiries to the appropriate person;

• Greet visitors and direct them to the meeting room offering refreshments as necessary; taking Minutes if required;

• Administer Office Outlook communication, spreadsheets, word processing, and other software applications;

• Draft and send invoices using Excel, as requested, and chase overdue invoices; maintain Invoice Record spreadsheet;

• Update basic accounting records as required and pay invoices;

• Diary management including booking of in-house meeting room;

• Prepare for scheduled meetings and assist staff in preparing project file for site visits;

• Purchase supplies for the office as necessary such as stationery and kitchen supplies;

• Conduct internet searches to find information on new enquiries and existing projects as requested;

• Dealing with incoming and outgoing post;

• Develop and maintain a filing system for paper and electronic copies of documents;

• Liaising with external webhosting company, including collating information on projects such as site photos to update the website regularly;

• Maintain updated contact information for company employees, suppliers, and customers; keep such information confidential;

• Operate and maintain standard office equipment such as computers and printers, making sure cartridges and paper fully stocked;

• Fill in Director timesheet once a week;

• Submit Planning and Building Control applications online as required; full training will be given;

• Print out and submit tender submissions as required and record tender returns;

• Providing teas and coffee, etc. for staff and clients;

• Taking dictations and typing for Architects/Directors;

• Occasionally be required to attend building sites with Architects to take notes/minutes;

• Fulfil other administrative duties as needed.

NO AGENCIES PLEASE

Closing date – Thursday 10th December 2020