Project Coordinator

Overview:

At Zaha Hadid Architects, we are seeking a Project Coordinator on a permanent contract to join our growing team in London. In this role you will responsible for providing administrative services and support to the Cluster and to the Director and Associate Directors. We currently have two open vacancies, with one being solely Project Coordination, and this one including Personal Assistant responsibilities.

General day-to-day tasks:

For Cluster Director/Directors/Associate Directors:

• Diary management, arranging internal and external client meetings and site visits (sending outlook invites, preparing agendas and travel arrangements)
• Provide administrative and co-ordination support to Project Directors and senior staff members within the cluster
• Filtering queries, developing a sound understanding of their requirements and responding accordingly
• Coordination of travel and all bookings, ensuring authorisation from general management for members of the cluster
• Document control and respond to third parties
• Assist the Director with expenses
• Assisting the Project Directors with P&Ls reviews, Baselines, to keep their projects at the agreed level of profit

Main responsibilities

Other areas of responsibility and Cluster support (not exhaustive):

• Provide ad hoc administrative and co-ordination support to the Project Architects and relevant teams
• Assist with project submissions such as arranging shipping for materials
• Format correspondence & liaise with clients/ consultants
• Travel booking for the team including international visas
• Assist project leaders updating project related information on workspace
• Co-ordinate and arrange documents for the Cluster 
• Set-up meetings, design review events & conference calls. Send invites & prepare documents/ agendas where necessary
• Adhoc support for project presentations in PowerPoint/Indesign
• Co-ordinate with facilities management for desk moves, stationary & other office management items
• Co-ordinate with IT for computer problems, upgrades & queries
• Co-ordinate with Reception for meeting room booking, post & couriers
• Co-ordinate with People and Talent for new starters, interviews etc.
• Organise annual staff appraisals for the cluster
• Organise document translations where needed
• Assist in keeping the designated studio area tidy and organised
• Helping organise refreshments with occasional assistance in preparation for cluster events
• Cover other project coordinators’ holidays/sickness
• Management meetings: overview of cluster forecasts costs, invoicing, debtors lists and project resourcing
• Co-ordinate with the New Business team for new project proposals
• Assist with project invoicing & staff planning as directed
• Check timesheets & facilitate the allocation of project resourcing 
• Liaise with accounts and other departments on behalf of the cluster and staff
• Occasionally organise social events for the team 

Skills Required

• Excellent communication skills both orally and in writing
• Excellent inter-personal skills
• Good IT skills (Word, Excel, PowerPoint, Outlook & InDesign)
• Ability to prioritise and plan effectively
• Highly organised, especially when dealing with a constantly changing environment
• Diplomacy, professionalism and tact for a wide variety of situations and personalities