Job Description

At Zaha Hadid Architects, we are seeking a Project Assistant / Team Administrator to join our London team on a permanent contract. The purpose of the role is to be responsible for providing administrative services and support to junior and senior members of the Project teams

Main responsibilities

Cluster Director/Directors/Associate Directors:

• Diary coordination, arranging internal and external client meetings and site visits (sending outlook invites, preparing 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
• Coordinate travel and all bookings, ensuring authorisation from general management for members of the cluster
• Liaising with the accounts departments for the preparation of cost – finance related documents: invoices, fee proposals, contracts, management accounts, etc.
• Assist Directors and Associates with expenses

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

• Provide ad hoc administrative and co-ordination support to the Project Architects and relevant teams
• Check timesheets & assist with the allocation of project resourcing
• Liaise with accounts and other departments on behalf of the cluster and staff
• Assist with documentation related to project submissions
• Format correspondence & liaise with clients/ consultants
• Travel booking for the team including international visas
• Assist with project invoicing & staff planning as directed
• Assist project leaders updating project related information on workspace
• Co-ordinate with the New Business team for new project proposals
• Support in arranging documents for the Cluster Management meetings: overview of cluster forecasts costs, invoicing, debtors lists and project resourcing
• Set-up meetings, design review events & conference calls. Send invites & prepare documents/ agendas where necessary
• 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 & organised
• Helping organise refreshments with occasional assistance in preparation for cluster events
• Cover other project coordinators’ holidays/sickness

Support of other Project Coordinators across all Clusters:

• Acting as a point of contact for questions and queries to the other Project Coordinators
• Provide training and guidance as and when needed

Supporting of all Project Coordinators during busy periods

Skills Required

• Excellent communication skills both orally and in writing
• Excellent inter-personal skills
• Good IT skills (Word, Excel, PowerPoint, Outlook)
• 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

Required experience

Previous experience as a Project Coordinator or equivalent role.

How to apply

To apply for this role, please complete the online application form and upload your cover letter and CV as part of your submission.