Job Description

Our Studio

Mailen Design is an award-winning team of architects and designers working across studios in Oxfordshire and London. We are a people-first business and believe every good project starts with a mutual desire to collaborate. Our commitment to quality and craftsmanship is met with a fabric-first approach to sustainability.

The practice holds enduring client relationships and partnerships in the private and public sectors. Our practice is growing, with a diverse portfolio and exciting opportunities in commercial, multi-residential, hospitality, cultural, and private residential projects. We are well-versed in every process stage, from design and planning to construction and delivery.

We believe architecture can enhance our collective quality of life. Our dedication to creating spaces goes beyond aesthetics; we aim to make environmentally responsible buildings that foster community, connection, and well-being.

Role Overview

We are seeking a proactive and highly organised Office Manager to join our London studio. The role will be central to the practice's day-to-day operations, providing vital support to both administrative functions and studio culture.

This is an excellent opportunity for someone with at least two years' experience in a similar role who enjoys being embedded in the life of a busy studio on the brink of a growth phase. You'll be joining a collaborative, friendly environment where all voices are valued, and where your contribution will make a visible impact. The role would suit someone independent, motivated, and invested in supporting a wider team, who takes pride in creating a well-run, thoughtful, and connected workplace.

Key Responsibilities

Studio Operations

Serve as the first point of contact for emails, calls, visitors, and deliveries Maintain a clean, professional and welcoming studio, including kitchen and meeting areas Manage office supplies, stationery, and utilities, liaising with service providers and building management Coordinate cleaners, repairs, and contractors to ensure studio upkeep Champion sustainable office practices, identifying ways to reduce waste and improve efficiency Ensure health and safety compliance, including fire safety, first aid provision, and risk assessments Raise invoices and assist with financial administration Track budgets for studio supplies, events, and general expenses Support with renewals of software licences and operational subscriptions Support the organisation of internal and external events, CPDs, and studio presentations
Team and Project Support

Provide day-to-day support to architectural teams across a range of tasks Lead on document control and data management across all project stages Assist with the preparation of proposals, submissions, and presentations Manage file organisation, CRM maintenance, and general database updates Coordinate logistics and communication with clients, contractors, and suppliers Schedule meetings and manage calendars for the senior team Prepare agendas, take minutes, and follow up on action points Ensure clear and timely communication between leadership, project teams, and external stakeholders Assist with travel planning, booking, and related logistics
HR and People Support

Provide administrative assistance with HR processes and documentation Coordinate recruitment activities including job postings and interview scheduling Oversee onboarding for new team members, including documentation, IT setup, and induction materials Maintain accurate employee records and assist with policy updates Track and administer licenses and renewals Support internal communications and contribute to a strong, connected studio culture Champion team-building initiatives such as events, birthday celebrations, and studio activities
Marketing Support

Assist with social media content, website updates, and digital communications Help develop internal content and studio storytelling across platforms Support the organisation of photoshoots and content production Maintain digital asset libraries

Essential Skills

Minimum two years' experience managing an office or studio (ideally within architecture and design) Exceptional organisational skills and attention to detail Ability to prioritise tasks independently and proactively Rigorous approach to process, documentation, and follow-through Understanding of basic HR processes and financial administration Excellent written and verbal communication skills - strong copywriting proficiency a plus Confident across Microsoft 365, including Microsoft Word, Outlook, and Excel Familiarity with Adobe Creative Suite and HubSpot a plus Curious, collaborative mindset with a willingness to support across disciplines and foster studio culture

To Apply

Please send your application via Indeed or email recruitment@mailendesign.com with the subject line "Office Manager Application".

Your submission should include:

A brief cover letter outlining your interest in the role and what you would bring to the team Your CV, including relevant experience and education A short note sharing something about yourself - this could be an interest outside work, a strength you bring to a team, or a reflection on what excites you about working in architecture In your email, please also include your current employment status, notice period or availability, relevant qualifications, and salary expectations.
Job Types: Full-time, Permanent

Work Location: In person