Job Description

Carey Jones Chapman Tolcher (CJCT) are looking for a proactive Office Manager to support the smooth day-to-day running of our Leeds and London studios. This is a varied role, based in our Leeds office, that requires exceptional organisation, problem-solving skills, and the ability to manage multiple tasks with efficiency and attention to detail.

As the first point of contact for many internal and external stakeholders, you will play a key role in maintaining a professional, welcoming environment while ensuring the studios operate efficiently. From coordinating office maintenance and supplies, to assisting with HR, finance, and health & safety processes, you will be central to the smooth functioning of our busy architectural practice. This is a great opportunity for someone who thrives in a dynamic, creative environment and enjoys supporting a collaborative team.

Responsibilities

Admin & Finance

Go-to person for members of staff, assisting with general requests and ad-hoc tasks for the team. Answering and screening phone calls, and monitoring the generic studio inboxes. Greeting clients and guests, ensuring that they are looked after at all times. Organising meeting rooms, managing shared diaries and preparing refreshments ahead of meetings. Ordering of office supplies, e.g. stationery, kitchen stock, PPE, etc. Checking and distributing post received, and arranging couriers when required. Typing letters, project material, fee proposals and bids. Taking minutes for meetings where required. Confidential fee filing and archiving. Diary management of Directors, clients and contacts. Organising and recording internal and external CPDs, arranging lunch when required. Raising Purchase Orders for all purchases and tracking reimbursable amounts. Collecting / requesting VAT invoices for all purchases where a VAT receipt is missing. Coordinating employee expense claims. Updating and maintaining accreditation memberships, portals and PQQs. Troubleshooting IT problems where possible, otherwise liaising with the IT Consultant to ensure the smooth running of the Company's systems. Assisting with the Company's online presence, posting on social media when requested.
Legal

Liaise with the Company's Professional Indemnity Insurer regarding contractual documentation, tracking complex progression of discussion. Ensure Directors can be advised of progress at any time. Control of completed documents and filing as necessary.
Quality Management

Prepare for and host the external ISOQAR audit. Control and implement quality control systems. Liaise with counterpart in London to control system documentation including updates to documents.
HR

Advise Directors on HR protocol and seek advice from external consultants where necessary. Manage recruitment process and carry out inductions. Support for performance management, grievances, dismissal etc. Ensure all documentation is in place and reflective of current legislation. Manage key dates and ensure Directors are aware of actions required. Oversee the maintenance of holiday and sickness records. Ensure Probationary and Annual Reviews are organised with the Directors. Arrange the Company's Christmas party and regular team building events.
Facilities

Liaise with maintenance engineers and other contractors. Track and report faults or other issues to building management. Ensure items within the office are serviced in accordance with H&S standards. General maintenance of office facilities and supplies.
Health & Safety

Health and Safety Representative for the Leeds Studio. Office First Aider (training can be provided). Implement and manage the H&S policy and procedures. Plan H&S activities and conduct regular tasks as detailed in the plan. Liaise with external H&S consultant and host the annual audit. Schedule and lead quarterly H&S meetings with the London office. Maintain accurate records.

Requirements

Essential

Minimum 2 years' experience in office management and/or administration. Excellent knowledge of Microsoft applications. Extremely organised to ensure no task 'slips through the net' and all Directors' questions can be answered. Strong prioritisation and problem-solving skills. Excellent written and verbal communication skills with people of varying authority. Common sense and resilience. Level headedness and the ability to work under pressure. A 'no task too small', 'no problem too hard' attitude. Excellent time management and flexible when it comes to working hours.
Desirable

Experience in architecture and/or the wider construction industry. An interest in Quality and Environmental Management (ISO 9001/14001) Experience using Adobe InDesign.
Please email studio@cjctstudios.com if you have any queries about the position.

Job Types: Full-time, Permanent

Pay: 30,000.00-35,000.00 per year

Benefits:

Company events Company pension Cycle to work scheme Private medical insurance Profit sharing Transport links
Schedule:

Monday to Friday No weekends
Experience:

Administrative: 2 years (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 30/06/2025