The Role

Neil Kahawatte Architects are seeking to appoint a Studio Coordinator, capable of running the new business, administrative and support functions of the business and supporting the director with business development and practice management more generally. The role will be based in our North London studio and requires a highly capable and conscientious individual, with the following attributes and abilities:

• A very organised & professional approach to all aspects of work.
• Applying rigour & precision in all tasks.
• A friendly, cooperative & can-do attitude.
• Good confidence & interpersonal skills, both internally with colleagues, & externally with clients, consultants & others.
• Good written & spoken English.
• Good numeracy & arithmetic.
• Self-motivated, productive, & resourceful.
• Inquisitive, keen to learn & develop as a member of our team.
• Take initiative & strive to constantly improve the running of the business.
• An eye for detail & understanding of design, layout & aesthetics.

The above skills & approach will be essential for the role, which will be varied and wide-ranging across the three core responsibilities set out below. Priorities and workload will vary each month, but typically the larger portion of time will be spent on ‘New Business, Marketing & Communications’, with regular but smaller portions of time on ‘Practice Administration’ and on ‘Managing the Studio & Digital Systems’. Prior experience of some/all of the specific duties outlined below would be beneficial but is not essential. The practice will train the successful applicant to undertake the role, which will include the following:

1 - New Business, Marketing & Communications

• Monitoring & responding to leads & enquiries.
• Preparing proposals & estimates for new business.
• Setting up new projects & preparing appointment documents.
• Maintaining & developing practice websites & SEO.
• Managing social media accounts & content.
• Coordinating content for press, advertising, blogs, newsletters, etc.
• Managing business development & marketing.
• Preparing graphics & diagrams.
• Compiling, reviewing and proof-reading brochures, web-pages & documents.

2 – Practice Administration

• Managing invoicing, payments, & bookkeeping.
• Processing VAT returns & tax payments.
• Preparing income & workload projections.
• Coordinating payroll & liaising with accountants.
• Coordination of employment contracts, staff appraisals & annual leave.
• Managing insurance renewals & accounts.
• Arranging quotations & bookings for consultants & surveys on behalf of clients.
• Formatting measured surveys & setting up drawings in CAD.
• Coordinating diaries & appointments.

3 - Managing the Studio & Digital Systems

• Office purchasing, stationary, software, project documents, etc.
• Managing & improving practice systems.
• Monitoring & managing timesheets & resourcing.
• Developing & maintaining templates, checklists & protocols.
• Developing & maintaining practice manuals & guidance documents.
• Coordinating cleaning, maintenance & organisation of the studio.
• Coordinating subscriptions, software updates, upgrades & maintenance.
• Answering phones & responding to email enquiries.
• Minuting meetings & recording file notes.