Job Description

Role Overview

This diverse and business critical role is essential for keeping our studio running smoothly and supporting project success through effective technical systems. You will coordinate with the Building Manager, the Governance Manager and Studio Director to handle daily administrative tasks and manage central system administration services for Civic.

Responsibilities

Act as a first point of contact for clients, suppliers and visitors

Set up new projects, manage all PP's / Live Projects, and data auditing

Maintain CRM accuracy for contacts

Welcome new starters to the business

Build and maintain simple trackers in Excel to keep admin projects and operations on course.

Coordinate and support the technical team with client meetings (setting up and resetting meeting spaces)

Support the accurate inputting of data into our internal software and management systems (Alectro, Newforma and Rapport 3). Undertake general administration duties to ensure the efficient running of the studio

Reception & Client welcoming

Answer the main phone line; route calls/messages promptly and professionally.

Welcome clients/visitors; manage meeting room bookings, set-ups and refreshments.

Keep reception and studio areas tidy, safe and presentable

Manage incoming/outgoing post and couriers.

General Administration

Schedule meetings, prepare agendas and circulate minutes/action lists.

Arrange travel and simple expenses claims

Update key contacts lists

Office & Facilities Management

Maintain supplier contracts (reviewing periodically to achieve best quality & value)

Day-to-day liaison with the building manager (access, maintenance, H&S notices, cleaning).

Track and order office supplies; maintain equipment inventories (printers/AV/IT peripherals).

Log and escalate facilities issues

Coordinate H&S compliance in accordance with our ISO 45001 checklist (arrange office H&S maintenance, first-aid/Fire Marshall lists, workstation checks etc).

Collect and record office energy usage, waste, and other environmental data in accordance with ISO 14001 requirements (training will be provided)

Liaise with other office locations to align processes (wherever possible) for consistency across the group

Project Set-Up & Coordination

Set up new projects

Support onboarding of project team members with the right access and templates.

Data, CRM & Reporting

Input/cleanse CRM data

Key skills & experience

Microsoft 365: PowerPoint Excel (Word; Outlook; Teams.

CRM: confident with data entry/cleansing, pipeline stages, lists and exports.

Organisation: calm multitasker with excellent attention to detail and deadline discipline.

Project admin: action tracking, document control, change logs and versioning.

Communication: confident, courteous phone manner; clear written and verbal skills.

Sector awareness: architecture/engineering/construction or professional services (desirable).

Tools & systems

Microsoft 365 (Excel, PowerPoint, Word, Outlook, Teams)

CRM

SharePoint/OneDrive

PDF tools

Project Management System (Rapport 3)

Job Types: Full-time, Permanent

Pay: From 23,914.80 per year

Benefits:

Bereavement leave Casual dress Company pension Cycle to work scheme Discounted or free food Enhanced maternity leave Enhanced paternity leave Flexitime Health & wellbeing programme Life insurance Paid volunteer time Referral programme Sabbatical Sick pay
Work Location: In person