Studio Administrator

  • Full Time
  • Bristol
  • Posted 1 week ago

Are you a Studio Administrator looking for your next challenge with a progressive and supportive employer with a triple bottom line? (People, Planet and Purpose)

We are offering an opportunity for someone eager to join our Bristol Office.

A bit about us

Stride Treglown is an employee-owned, carbon neutral architecture practice. We were the first of the top 100 UK practices to join the purpose-driven B Corp community.

We create long-term positive impact for our clients and the communities we help shape. We do this by designing better places, building resilient partnerships, and empowering people.

Our multidisciplinary team of 330 architects, designers, and specialists deliver nationally significant projects from nine regionally embedded UK studios. Collectively, we offer our clients deep local knowledge and national specialist expertise.

We’re great team players who strive for excellence and care how we achieve it. That’s why we promote design that isn’t driven by ego, but by purpose.

Studio Administrator

As Studio Administrator you will be part of an established Administrative Team that plays a key role in supporting our design teams to ensure smooth operations across the Bristol studios. You will also be working alongside our Finance, HR, IT, and Marketing teams, to provide appropriate support across the business.  The Admin Team in our Bristol office also cover lunchtimes, sickness, or holidays on reception.

Day-to-day, you will assist staff with wide-ranging project, H&S and HR related queries, including scheduling meetings, preparing invoices, assisting with leave and timesheet queries, formatting reports, booking travel, accommodation and training courses, and tracking IT and other equipment.  You will work closely with the Regional Director for your allocated studio on ad hoc tasks to deliver the support required to the Architecture, Interior Design and Building Surveying teams.

We are therefore looking for someone with the following skills, experience and attributes:

  • Proactive with good organisational skills and ability to prioritise tasks and take ownership of a range of administrative duties
  • Approachable with proven communication skills, particularly in relation to customer service
  • Takes pride in their work with a good attention to detail, and a methodical approach to tasks
  • A competent user of various IT software, including Microsoft Word, Excel, Outlook, and ideally previous experience using project accounting and CRM software
  • A high level of flexibility is vital

Although not essential, the following would also be of benefit:

  • An awareness and appreciation of client relationships in the world of architecture
  • An interest in architecture

This is a unique opportunity to work for an employee-owned company which has won awards for workplace wellbeing.  In this predominately office-based role, we offer a great workplace environment with enviable benefits, including share ownership options, health cash plan, flexi days and flexible working hours.

General Administration

  • Develop close working relationships with your allocated Bristol studio
  • Preparing correspondence, reports, minutes, etc. using MS Word, Excel and Adobe InDesign (preferable)
  • Assisting with meeting coordination, preparation, issuing remote meeting invitations, booking of meeting rooms and catering
  • Producing, updating and manipulating spreadsheets
  • Carrying out ad hoc research
  • Organising travel including car hire, train/ferry/plane tickets, hotels, taxis
  • Photocopying, scanning, printing and binding
  • Updating project, staff and client contact information in Rapport3
  • Maintaining archiving log of documents for storage, including boxing up project archiving
  • Checking expenses claims for compliance with policy
  • Provide support to Regional Directors running various staff and project related reports and queries
  • Organising internal company events

 Team HR admin

  • Providing administration concerned with the recruitment process such as sifting / long listing CVs
  • Providing induction to new team members
  • Providing administrative support to Regional Directors in relation to pastoral and staff related issues
  • Supporting new starters / returning staff and leaving staff

 Financial Admin – Invoicing & Billing

  • Working with technical teams to input and update project information (including financial) into Rapport3, including splitting planned fees into billing schedules for invoicing
  • Generating fee forecast reports
  • Creating and issuing invoices to clients on a monthly basis

 Building maintenance and H&S

  • Assisting the Health and Safety Co-ordinator in carrying out weekly, monthly, and annual H&S checks, including legionella risk assessment tasks
  • Liaising with contractors, keeping up to date records and documentation relevant to building maintenance

 Essential Skills

  • Proactive, can-do attitude
  • IT Proficient: Intermediate MS Word, Excel and Outlook
  • High level written English and grammar
  • Strong numeracy and analytical skills
  • Proof reading skills and high-level attention to detail
  • Confident verbal communicator, able to interact with all levels of seniority, internally and externally
  • Strong time management with an ability to multitask and manage competing tasks

Desirable Skills

  • Intermediate Adobe InDesign
  • Previous experience of Project Financial Software such as Rapport3 or similar

We can offer:

  • Full time hours
  • Flexible work environment
  • Comprehensive benefits package
  • Modern working environment
  • Friendly and supportive culture

Stride Treglown is registered as a Disability Confident Committed Employer. We are committed to changing behaviours and cultures with inclusive recruitment practices.  We believe that every individual irrespective of their race, colour, religion, gender, sexual orientation, gender identity or expression, age, nationality, background, disability, or marital status can bring their full purpose to life.  We will provide a fully accessible recruitment process and offer an interview to disabled applicants who meet the minimum criteria for the role.

This role would not meet the criteria under the Home Office Skilled Worker role. We are therefore unable to provide sponsorship and candidates applying would need to provide their own right to work in the UK.

We look forward to hearing from you.