Office Manager

The role at a glance:

This is an excellent opportunity for you to join NBBJ London in an Office Manager role. The London Office Manager’s main objective is to ensure the smooth day to day running of the Studio; supporting the London Partner, Core and Administrative Teams. In addition, this role will facilitate coordination between the London Studio and NBBJ offices globally for training opportunities, changes in standards and project team collaboration.

London Partner Support

• Oversee calendar and arrange travel when required.

Core Team Support

• Keep a Core Team Meeting Action Tracker and ensure deadlines are met.
• Apply for and maintain licenses, registrations and other professional affiliations.
• Submit and track continued education credits.

Project Support & Resourcing

• Ensure senior managers have access to the latest key data from previous and current projects, ensuring lessons learned are transferred prior to new projects starting.
• Ensure latest work plans are recorded in Deltek Vision.
• Keep the team aware of recruitment opportunities; with insight into resourcing requirements for all projects.
• Keep a log of staff holidays.
• Coordinate with Human Resources, IT, and Facilities for new hires; assist with new employee orientation, welcoming new employee; ensuring that any changes are recorded and easily accessible to current staff as well as new.
• Coordinate work experience students.
• Support the administration of the Career Development & Advocacy program, ensuring goals and aspirations are considered, recognized and achieved when possible.

Office Management

• Oversee all aspects of the day to day running of office operations.
• Record City Roads budgets and expenditures, reporting to the Studio Operations Leader.
• Serve as administrative point person for general office inquiries and general administrative functions.
• Responsible for office petty cash.
• Support office-wide events.
• Office communication/notifications.
• Interface with various departments within the firm on behalf of the office including Travel, Accounting, Human Resources, Facilities and IT, ensuring that London has access to the latest information and training.
• Project central filing, electronic document filing, and archiving.
• Work with Global Facilities Manager to research and supervise office contracts (recycling, electricity, AC maintenance, cleaning etc.).

Administrative Team

• Manage and mentor the Administrative team, ensuring effective Front of House operations and Project Admin support.
• Link with project leads to ensure project administrative support is where it needs to be.
• Support Core Team in defining studio admin team roles and responsibilities.

• 6-8 years of experience in administrative support
• Self-starter; identifies issues and proposes resolutions
• Decisiveness, ability to manage high volume workload and make decisions quickly in service to office leadership goals
• Ability to work with multiple constituents and work with various leaders to prioritize
• Strong prioritization and execution skills
• Strong customer service skills and ability to structure plans and execute even with ambiguity
• Excellent professional writing and communication ability
• Ability to work with a diverse and large group of creative professionals
• Must be detail oriented and highly organized with an unmatched ability to multi-task
• Expert computer skills;
  Microsoft Office Suite—Word, Excel, PowerPoint, Outlook are a must
• Experience in an architecture/design firm a plus
• Familiar with project management a plus
• Experience with the full Adobe Suite desired