Team Coordinator

Liberty Resourcing

Overview:

Liberty Towers are actively recruiting for a Team Coordinator to join a London Based, prestigious Architecture Firm. You’ll play a pivotal role in providing essential support to the project leaders and their teams. This position falls under the Practice Operations department, reporting to the Head of Practice Operations.

Key Responsibilities:

• Diary Management: Efficiently manage the schedules of Directors, Associate Directors, Associates, and project teams, ensuring optimal time utilization.
• Inbox Management: Review and respond to emails on behalf of Directors and Associate Directors, maintaining clear communication.
• Gatekeeping: Act as the primary point of contact for internal and external design teams, ensuring messages are tracked and actioned appropriately.
• Meeting Coordination: Arrange meetings, booking venues, organizing refreshments, equipment, and following up to ensure smooth proceedings.
• Project Assistance: Support Directors with practice management tasks, including internal design or technical reviews.
• Document Management: Create, format, and update project-related correspondence and practice development materials using our document management system.
• Design Reports: Assist with project-specific design reports using InDesign, including importing images, amending text, and proofreading content.
• Ad Hoc Tasks: Provide project teams with various administrative tasks, such as directories, schedules, archiving, and more.
• Information Sourcing: Gather project information for bids, reports, and presentations, and prepare documents for various purposes.
• Resource Management: Assist project leaders with team resourcing by managing holiday and absence records.
• Travel Coordination: Arrange travel logistics, including flights, hotels, car hire, and visas for both domestic and international trips.
• Expenses: Prepare and submit monthly expenses for project leaders, adhering to company financial processes.
• Purchase Orders: Raise purchase order requests for architects in accordance with financial procedures.
• Support: Assist project teams with training, troubleshooting, and issue resolution.
• Building Tours and Events: Organize building tours, travel, itineraries, and project team get-togethers.
• Continuous Improvement: Identify potential improvements to enhance project team organization and operational efficiency.
• Back-Up Support: Act as a back-up for the Executive Director’s PA and other Practice Operations team members when needed.

Job Requirements:

• Proven experience in team support or secretarial roles.
• A-Level education or equivalent.
• Proficiency in Microsoft packages (Outlook, Word, Excel, PowerPoint).
• Familiarity with Adobe InDesign and Photoshop is a plus.
• Fast and accurate touch-typing skills (minimum 60wpm).
• Excellent written English skills.