Technical Administrator

  • Full Time
  • Posted 2 weeks ago

Stride Treglown creates people-focused places. We pride ourselves on hiring the best and most creative talent and helping you develop your career in the direction you want it to go. As an employee-owned and inclusive practice, we are dedicated to increasing our diversity to represent the communities in which we live and work and you will have a real say in what we do and how we work.

We are now adding fresh talent to our head office in Bristol reporting to the Bristol Office Manager. Is this the job for you?

Technical Administrator

You will play a key role in supporting our Bristol design teams to ensure smooth operations across the 4 Bristol studios. You will also be part of a wider team of Office Managers and Technical Administrators across the organisation, working alongside our Finance, HR, IT, and Marketing teams, to provide support across the business.

As Technical Administrator you will be the friendly interface for both internal and external customers.  Day-to-day you will assist staff with wide-ranging project, H&S and HR related queries, including scheduling meetings, preparing invoices, editing billing plans, assisting with leave and timesheet queries, typing correspondence, formatting reports, booking travel and training courses, and tracking IT and other equipment.

We are currently all working from home during lockdown, but when we are in a position to re-open Promenade House to a limited number of staff, you will be the main front of house contact, responsible for reception duties, maintaining office supplies, liaising with building maintenance/service contractors, sorting post, scanning and filing documents, and carrying out routine H&S checks on the building.

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 degree of flexibility

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

We envisage this will be a full-time role, but we are open to discussions on individuals requesting part time hours to work flexibly. This is also a unique opportunity to work for an employee-owned company which has won awards for workplace wellbeing. 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 the Bristol studios
  • Responding to and dealing with requests made to the admin inbox
  • Creating 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
  • Uploading drawings and information using a variety of software applications and portals
  • Proofing documents to ensure quality control
  • Organising outgoing post and couriers
  • Organising travel including: Car hire, train/ferry/plane tickets, hotels, taxis
  • Updating Intranet staff profiles
  • Distributing incoming post
  • Monitoring stocks of kitchen consumables, stationery, photo-copier, supplies and ordering to replenish
  • 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 Bristol Director and Regional Directors running various staff and project related reports

Reception & Front of House

  • Providing a helpful, welcoming, professional and friendly first point of contact for visitors to the office or on the phone
  • Updating the visitor’s book and staff sign in/out sheets
  • Answering and directing overflow calls
  • Assisting visitors to connect to WIFI and screens in meeting rooms, and providing refreshments upon arrival
  • Maintaining clean and tidy reception, meeting rooms, communal and kitchen areas
  • Organising literature in the Coffee Lounge

Financial Admin – Invoicing & Billing

  • Working with technical team 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

  • Overseeing service contractors carrying out routine maintenance and ad hoc repairs to the building, including ensuring the maintenance tracker is kept up to date, and that signing in processes and H&S pre start assessment checks are completed
  • Assisting the Officer Manager in carrying out weekly, monthly, and annual H&S checks, including legionella risk assessment tasks
  • Recoding monthly meter reading for gas, electricity and water

Essential Skills

  • 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
  • Strong time management and ability to prioritise tasks

 Desirable Skills

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

We can offer: 

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

We are not seeking agency support at this stage

Please submit a CV and Cover Letter by clicking Apply (on our website)

See www.stridetreglown.com for further details about the company