Studio Manager / Project Coordinator, Oxford

Full Job Description

Our Client an award winning engineering design consultancy with studios in Oxford, London, Nottingham, Manchester and Bristol.

We set out with the intention of working with the best architects to produce excellent buildings. We have established a practice with a strong culture - highly skilled and professional, but also caring, supportive, relaxed and sociable. The quality of our work output, and our quality of life whilst at work, are equally important to us. Our reputation as great people to work with - and to work for - is crucial.

We are looking for a Studio Manager / Project Coordinator to join our Oxford studio. You will need a service-driven approach together with a flexible, positive attitude.

Key Tasks

Studio Management

• Managing all aspects of the studio including office supplies, incoming and outgoing information, welcoming visitors etc
• Liaising with the Landlord and managing the organisation of general maintenance and upkeep of the studio
• Organisation of internal events
• Minute taking
• Assist with scanning, printing, filing, editing of drawings, documents, e-mails etc. as required

Project Coordination

• To receive, file and issue all drawings on all large projects - both by use of the internal server systems, but also using the file management system and external eDMS sites - 4Projects, Aconex etc
• To work closely with the CAD team regarding issuing of drawings and implementing agreed BIM protocol and naming conventions
• Attend external meetings and workshops organised by other organisations in respect of the specific eDMS site proposed for a project
• To carry out Desk Studies on projects and research on buildings & sites

Project Administration

• Open new jobs and close completed jobs
• When projects are completed, collect the required information for the 'Final Construction Issue' folder
• To assist the Partner and Associates in the preparation of project fee schedules.
• Attend Monday programming meeting and maintain project and drafting deadline information for the group
• To monitor the groups' invoicing schedules, keeping them up to date and making any necessary changes
• To ensure that project fee information is up to date - including confirmed client details, updated project costs and fees
• To manage the paper filing, if any, for projects
• Manage the archiving of any paper information and organise the digital folders in preparation for archiving

General

• To manage the group project QA process
• To assist with scanning, printing, filing, editing of drawings, documents etc. as required
• To prepare letters, reports and specifications, presentations
• Provide administrative support as necessary to the group - responding to letters; assisting with fee letters and proposals; arranging internal meetings, especially monthly group meetings
• Booking travel for site visits.
• To meet with the Practice Manager and the other Project Co-ordinators to discuss upcoming workload and manage cover over holiday periods and other busy times

Other

• Working closely with the Communication Team, collate data and images for project sheets, update CVs etc
• To liaise with the Technical Co-ordinator on issues relating to technical support systems
• To suggest changes to internal systems and processes to make them more efficient and robust
• Produce Welcome/Induction Packs for the Oxford Studio new starters
• Coordinate and contribute to the induction process for the group's new starters
• To assist Project Co-ordinators in other groups to meet deadlines as and when required

The people we need must have:

• Be friendly and proactive with masses of common sense
• A flexible and positive approach with good time management skills and ability to work to deadlines, both as part of a team and independently
• At least two years' experience providing administrative support, preferably gained in an engineering/architectural design studio (or similar)
• The ambition to make a significant contribution to the success of our Practice
• Experience of document management (eDMS) systems
• Strong knowledge of MS Word, Excel and Outlook
• Strong organisational skills and a thorough approach
• Good written and spoken English with excellent verbal and written communication skills Experience of InDesign would be an advantage but not essential

If you are looking for a chance to build on your office career in the Design/Construction sector this would be a fantastic opportunity