Office Administrator
| Posting date: | 28 July 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Pension Contributions matched up to 5% |
| Hours: | Part time |
| Closing date: | 27 August 2025 |
| Location: | Birmingham, West Midlands |
| Remote working: | On-site only |
| Company: | ASSOCIATED ARCHITECTS UK |
| Job type: | Permanent |
| Job reference: |
Summary
To be the go-to person for any non-technical support. The office administrator will assist all staff within the office, providing administrative support as and when required and giving clients and stakeholders alike a professional and consistent view of Associated Architects. This role will be responsible for managing the reception and studio facilities, providing exceptional service to colleagues and clients. It will provide administrative support to technical teams within the Birmingham studio while supporting our Leeds and Oxford locations. You will ensure effective day-to-day management of the office environment.
Person Specification:
• Previous experience in Office Administration or Reception is essential
• Cross over skills in technical/graphic design would be an advantage
• Excellent communication and organisational skills
• Relevant qualifications or training in Office Administration
• Experience of working within a similar office coordination/administration role.
• Listens, consults others and communicates proactively. Understands communication processes. Types of communication, including non-verbal.
• Demonstrates the skills and knowledge appropriate for the position
• Excellent IT skills including use of Microsoft Office and other administrative software & filesharing sites
• Shares expertise and knowledge with others and demonstrates flexibility
• Being approachable and professional to all with a can-do attitude.
• Attention to detail
• Use of initiative - recognising a need and acting on it
• Ability to maintain confidentiality and handle sensitive information
• Able to determine the needs and/or expectations of clients (internal & external), colleagues, key stakeholders and relevant others in the workplace
• Ability to manage your own time and use of own initiative to balance workload and determine priorities.
• Attention to accuracy and detail.
• Resilient, confident and professional.
• Ability to maintain a good humoured, positive and team orientated approach to the job.
• Maintain confidentiality
Priorities / Key Responsibilities:
• Ensuring daily office operations are well-organised and efficient, to include maintaining clean and safe working and rest areas, managing office supplies and equipment, ensuring timely procurement and maintenance activities etc.
• Coordinate and schedule meetings, appointments, and travel arrangements for Directors, staff & visitors, to include management of meeting room and laptop bookings as well as catering requirements.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail in an effective and efficient manner.
• Assist in the preparation of reports, presentations, and other documents as needed, including maintaining office records, employee files, contracts, and other confidential documents.
• Carry out photocopying, scanning, collating, folding, binding, filing and archiving of documents, reports and drawings as needed.
• Support and mentor new employees in relation to office systems, policies and procedures, including training at induction.
• Liaise with building management and external contractors to ensure office maintenance and services.
• Plan and organise office events, meetings, and team-building activities.
• Implement and maintain office policies and procedures to improve efficiency and productivity.
• Support the H&S & QA Director with compliance audits, maintaining external certifications and meeting office training needs.
• Undertake the Fire Marshal and First Aider role.
• Maintaining staff and client confidentiality, especially in relation to GDPR, at all times.
• Support all Director’s and the Company Accountant as needed, including assisting with IT issues, special projects and initiatives and other ad-hoc duties as directed.
Person Specification:
• Previous experience in Office Administration or Reception is essential
• Cross over skills in technical/graphic design would be an advantage
• Excellent communication and organisational skills
• Relevant qualifications or training in Office Administration
• Experience of working within a similar office coordination/administration role.
• Listens, consults others and communicates proactively. Understands communication processes. Types of communication, including non-verbal.
• Demonstrates the skills and knowledge appropriate for the position
• Excellent IT skills including use of Microsoft Office and other administrative software & filesharing sites
• Shares expertise and knowledge with others and demonstrates flexibility
• Being approachable and professional to all with a can-do attitude.
• Attention to detail
• Use of initiative - recognising a need and acting on it
• Ability to maintain confidentiality and handle sensitive information
• Able to determine the needs and/or expectations of clients (internal & external), colleagues, key stakeholders and relevant others in the workplace
• Ability to manage your own time and use of own initiative to balance workload and determine priorities.
• Attention to accuracy and detail.
• Resilient, confident and professional.
• Ability to maintain a good humoured, positive and team orientated approach to the job.
• Maintain confidentiality
Priorities / Key Responsibilities:
• Ensuring daily office operations are well-organised and efficient, to include maintaining clean and safe working and rest areas, managing office supplies and equipment, ensuring timely procurement and maintenance activities etc.
• Coordinate and schedule meetings, appointments, and travel arrangements for Directors, staff & visitors, to include management of meeting room and laptop bookings as well as catering requirements.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail in an effective and efficient manner.
• Assist in the preparation of reports, presentations, and other documents as needed, including maintaining office records, employee files, contracts, and other confidential documents.
• Carry out photocopying, scanning, collating, folding, binding, filing and archiving of documents, reports and drawings as needed.
• Support and mentor new employees in relation to office systems, policies and procedures, including training at induction.
• Liaise with building management and external contractors to ensure office maintenance and services.
• Plan and organise office events, meetings, and team-building activities.
• Implement and maintain office policies and procedures to improve efficiency and productivity.
• Support the H&S & QA Director with compliance audits, maintaining external certifications and meeting office training needs.
• Undertake the Fire Marshal and First Aider role.
• Maintaining staff and client confidentiality, especially in relation to GDPR, at all times.
• Support all Director’s and the Company Accountant as needed, including assisting with IT issues, special projects and initiatives and other ad-hoc duties as directed.