- Assisting the team with diary management and arranging meetings, booking 'surgery'-type appointments
- Managing inboxes, reviewing and responding when necessary on behalf of the team
- Organising and arranging Design Risk Management reviews, organising Technical Team inductions for all new architectural starters across the four office locations
- Arranging Technical Peer Reviews and Charrettes for the team, gathering relevant project information from architectural teams, keeping records of the reviews
- Attending key meetings such as Committee Meetings and Risk Management Meetings, scheduling the meetings, creating agendas, and taking and issuing minutes
- Uploading team information and articles on the intranet, seeking improvement in visibility and communication, ensuring data is presented in the best way
- Conducting supplier checks, being the main contact for Technical Team supplier information checks via Procureware, liaising with the Finance department and the budget holder to issue questionnaires and check responses
- Compiling the Technical Team’s annual budget and tracking throughout the year
- Supporting the team with updating their weekly timesheets and monthly expenses, raising purchase order requests, and making purchases for the team in line with company financial processes
- Arranging travel for the team, booking couriers, flights, hotels, car hire, trains, visas, and insurance for domestic and overseas travel as required
- Coordinating team socials, coming up with ideas and booking venues
- Completing any ad-hoc administrative tasks as necessary, particularly assisting with the organisation of the Technical Team
- ï‚· Acting as back-up by mutually supporting other Team Coordinators and Personal Assistants, including sickness and holiday cover, and liaising daily with fellow TCs, Receptionists, and other team members where appropriate
- Minimum 12 months as a Team Coordinator, Office Coordinator, Team Assistant or similar
- Diary management experience is essential
- Experience supporting a large team
- Excellent IT skills