UPP Architects + Town Planners is seeking an office assistant to join its team in London.

Working closely with the directors and finance manager, the office assistant will play a vital role in ensuring the efficiency and organisation of daily operations. This front-facing, people-oriented role involves handling enquiries, managing phone communications, and providing essential administrative support. Additionally, the office assistant will assist the finance manager with tasks such as raising invoices and logging payments. This position offers an excellent opportunity to upskill and gain comprehensive insight into business operations and management. The role will require 20 per cent of the time dedicated to assisting with finance related matters and 80 per cent general office management.

Hours: 9am to 6pm Monday to Thursday, 9am to 4pm on Friday.

Please note, due to the nature of this role, this will be full-time office based position.

Areas of responsibility:

excellent communication skills, fluent spoken and written English
prior experience in managing an office would be advantageous
proficient in Microsoft applications. Any knowledge of Adobe software would be advantageous
assertive and well-organised with a meticulous attention to detail
ability to work in a fast-paced environment
cooperative attitude with excellent telephone manners
self-motivated and capable of working independently, switching tasks efficiently
knowledge of Xero or equivalent accounting software a bonus

General office:

assist with looking after the day-to-day running of the London Studio ensuring smooth running and efficiency of operations and administration procedures
manage all IT, software and telecoms across the business and work closely with the external IT consultant.
managing all elements of the studio maintenance, including general housekeeping, maintaining office supplies, collecting and sorting post

Administration:

deal with enquiries that come in either by phone or email and direct to the relevant people
phone management including answering the phone, filtering calls, taking messages
administration assistance to help with practice management and project support including assisting with fee proposals, reaching out for third-party quotes, filling out planning forms and posting where necessary
limited PA duties including booking travel including taxis, flights, accommodation
assisting with legal documents including insurance renewals and RIBA policy documents

Human resources:

managing staff onboarding and offboarding
assist with organising CPDs
plan and coordinate logistics and catering of events including summer party, Christmas party, internal events/socials
coordinating staff reviews and appraisal processes
assisting senior management with practice recruitment

Financial support:

raising/managing/monitoring invoices on Xero
logging payments
adhoc finance support where needed

How to apply

If you feel you could be a great fit for our young and dynamic practice, we’d love to hear from you. Please send across a CV and a brief cover letter to outline your experience and why you think you’d be a good fit for the role. We look forward to hearing from you!

Salary will range between £25,000 to £32,000, dependant on experience.

UPP Architects + Town Planners

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Office Assistant