Your new company

Your new company is an architectural firm looking to take on a PA/ Tender Administrator role to help support their growing company.

Your new role

In this role, you will be expected to be an ambassador for the practice, reflecting its objectives in daily interactions with clients, fellow professionals, employees, service providers and everyone during their business.

Your responsibilities

• Administrative Support for HR Manager
• Arrange and schedule interviews
• Liaise with the HR Manager regarding onboarding of new employees, coordination of induction schedule, desk set up, arrival pack, ensuring the IT Department is aware of software requirements, and photographing new employees for Bright HR database.
• Process weekly core time reports and follow up with individuals where timesheets are not complete.
• Maintain switchboard, including directing calls to all 3 studios
• Monitoring e-tenders notifications and correspondence
• Provide Support to the Bid Coordinator in preparing tenders
• Liaising with third party consultants on required inputs, ensuring timely receipt
• Complete standard Forms and Templates
• Assist with compiling completed submissions
• Uploading submissions to etenders
• Assist with preparation for annual audits.
• Keep ISO documents up to date
• Issue insurance renewals to clients and maintain log.
• Diary management – Management Meeting Calendar, Company Wide Events, Industry Events, Interviews, Reviews, Meeting Room Bookings
• Welcome visitors to the office and deal knowledgeably with their needs.
• Rental Car/Taxi/Train Bookings
• Secretary to Directors
• Purchases: maintain log and credit card reconciliation at the end of each month
• Reception Petty Cash: keep petty cash float and maintain records and receipts.
• Ordering external report/presentation material, printing/external bindings/publicity material
• Manage off-site archiving: maintain records / arrange retrieval / monitor dates and arrange for disposal of files after the requisite date of retention.
• Meetings: ensure the meeting room is ready to receive visitors; ensure refreshments are provided for meetings and visitors; Order food for meetings when requested; set up video / teleconferencing in advance of meetings / CPD talks.

What you'll need to succeed

• Excellent communicator and people person.
• Highly detail orientated.
• Self-motivated and Proactive: Identify what needs to be done and take the initiative to do it.
• Adaptability and Flexibility: Ability to manage multiple priorities and adjust to changing circumstances is a key skill.
• Experience with Adobe Creative Suite an advantage – Adobe Indesign
• Demonstrate a strong work ethic and commitment to developing professional skills, with focused effort towards meeting project timelines.
• Excellent MS Office skills are required.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV.