Office Coordinator Role at MAP – Bethnal Green, London
Deadline: 28th February 2022
We are looking for an office coordinator to join our growing team. The role is flexible and could be full or part time. The role would be office based for 60% - 80% of the time with the remainder either in the office or working from home.
MAP is a young, forward-thinking architectural practice based in Bethnal Green that works on a range of projects for living, working and learning.
We want our work to improve quality of life for the people we work with and to help conserve our environment for future generations to enjoy. MAP began with two friends working on a self-funded voluntary project. Keen to make a greater difference, we decided to set up our own practice, and to find other like minded people who wanted to make a lasting and positive impact. We have since grown, found our own office and are now a diverse team of 9 people with a range of experience and expertise. We are currently working on a variety of projects from small-scale residential extensions through to high-end eco homes and larger mixed-use developments.
We expect all candidates to bring enthusiasm, ambition and a collaborative mindset. We will provide an opportunity to become part of the team and to help shape our practice in new and exciting ways.
An initial job description has been included below;
Office Management
· Organization and upkeep of general office/overhead items including restocking office supplies, general maintenance items / tradesperson access and to act as key point of contact for landlord / building management and cleaning team
· Managing front desk activities, including answering phones, monitoring speculative emails, greeting visitors and handling incoming and outgoing post
· Manage and help maintain our office space, including organisation of samples / library, keeping tidy after meetings and events, organising of supplies and storage and pro-actively implementing new strategies to keep our office a fun and exciting place to work
· Attend Monday Morning Meetings and monitor monthly deadlines, checking in with design team, highlighting any concerns to the senior team
· Work with our IT team to manage any adhoc IT issues and ongoing upgrades / maintenance
· Ensure health, safety and wellbeing standards within the office are being upheld
HR and Finance Support
· Manage the office invoicing, including mid-month check in with project leaders and creation and distribution of invoices at the end of the month
· Collaboration with Finance team including basic bookkeeping support, receipt filing and management of payments online
· support the partners with HR activities such as onboarding, hiring, recruiting, holidays, timekeeping, benefits / expenses and payroll
· Support the office continued professional development programme, including mentoring, coordination of PEDR / apprenticeship feedback sessions and organisation of CPDs
· Coordination of internal reviews and appraisals, including note taking if required
· Adhoc support tasks such as note taking, typing, filing etc.
· Arrange and coordinate team parties, outings and events
Marketing and Business Development
· Arrange project photography, liaise with clients and photographers
· Manage website updates including new projects and new team members
· Bid / graphics support – support the partners when writing bids for projects and bids
· Make arrangements for business to business meetings with senior team and clients / consultants, including coordination of calendars and booking locations
We are looking for a candidate with the following core skills and experience:
· Minimum of 2-5 years’ experience of administrative or coordinator experience
· Professional, friendly, and creative attitude
· Detail focused with excellent time management and prioritisation skills
· Ability to work pro-actively on their own, as part of a team and under direction
· Strong organisational skills with an ability to work within a fast paced and exciting studio environment
· Ability to maintain the highest level of confidentiality, diplomacy, and professionalism
· Proficient in MS Office and Adobe Creative Suite (Indesign, Illustrator and Photoshop)
· An interest in design and creative industries is a bonus
· Fluent in English
Please contact us and apply for the job by sending a CV and covering letter to: