Office Administrator (Scene Group)

About Scene

Scene is a growing architectural practice with a strong reputation for delivering high-quality residential and mixed-use developments across the UK.

Whilst residential development remains a core part of our portfolio, we are increasingly working directly with contractors, developers and delivery teams on complex mixed-use schemes incorporating residential, retail, commercial and community uses. As our workload continues to grow, we are seeking an experienced Office Administrator to run the day-to-day administration of both our Chelmsford and London studios and play a key role in the future development of the practice.

The Role

We are looking for an experienced Office Administrator to manage the day-to-day running of both our Essex and London offices. This is a broad, hands-on role spanning office and facilities management, executive assistant support, HR and recruitment administration, IT liaison, marketing administration, and finance and credit control support. You will be the main point of contact for staff, clients, suppliers and our IT provider, and will need excellent technology skills and the ability to keep up with a fast-paced, varied workload across two offices.

Key Responsibilities

Executive assistant support

• Arrange meetings, travel, flights, car parking and events for senior staff
• Support the coordination and workflow of new team members

HR, legal and recruitment

• Coordinate staff training records and compliance through our HR system
• Prepare legal documents for signature

Onboarding and IT coordination

• Order equipment and manage software licences in liaison with our IT provider
• Set up new starters' workspace, technology and system access, and coordinate leavers
• Act as the day-to-day point of contact with our IT provider for queries and requests, both your own and other colleagues'

Office administration and reception

• Manage client onboarding, job set-up and CRM records, including job details forms
• Log change orders and design change notices onto the system
• Maintain compliance systems and professional registrations (RIBA/ARB/CIAT)
• Answer and filter calls, meet and greet guests, manage post, deliveries and returns
• Maintain studio and shared inboxes, and take minutes in meetings
• Manage stationery, kitchen and printing supplies, and general office equipment
• Organise maintenance, facilities support and office improvements, including the car park
• Book internal and external CPDs

Events

• Organise the Christmas party, summer party and client social events, including venue, catering and travel
• Coordinate the Christmas card mailshot and client gifts

Marketing and communications

• Keep the company website up to date and manage LinkedIn, Instagram and other social accounts
• Book networking events

Finance, invoicing and credit control

• Manage invoice queries, disputes and chasing on behalf of the Finance Director
• Inform clients of changes to banking details and retrieve invoices as required

Facilities and compliance

• Coordinate Health & Safety training, PDRs, PAT testing and trade services
• Arrange replacement of white goods and other facilities requirements
• Manage drone insurance and licensing along with other ad-hoc insurances

Ad-hoc projects

• Support projects such as brochures, business cards, website management
• Support wider practice improvement projects, such as filing system reorganisation and creating new forms and documents

Essential Requirements

• Proven experience in an office administration, practice management or executive assistant role
• Excellent technology skills, and confidence learning and troubleshooting new systems and software
• Strong organisational skills, with the ability to manage a broad and varied workload
• Comfortable working in a fast-paced, ever-changing environment across two offices
• Excellent written and verbal communication skills
• A high level of discretion, given regular access to confidential HR, financial and legal information

Desirable Requirements

• Experience within an architecture, construction or other professional services practice
• Experience using a practice management or CRM system
• Experience supporting HR, recruitment or onboarding processes
• Experience managing social media or marketing channels
• Full UK driving licence

Software Skills

Essential

• Microsoft Office Suite
• Cloud-based file storage (such as Dropbox)

Desirable

• A practice management or CRM system (such as Noveos)
• Adobe Creative Suite
• Social media management tools

Personal Attributes

• Highly organised, with excellent attention to detail
• Calm and adaptable under pressure, able to reprioritise at short notice
• Proactive problem solver, comfortable taking ownership
• Discreet and trustworthy with confidential information
• Personable and confident liaising with people at all levels, from clients to directors
• Genuinely enjoys variety and a fast-paced environment

What Success Looks Like

Within the first 12 months, the successful candidate will:

• Be running the day-to-day administration of both the Essex and London offices with confidence
• Have built strong working relationships with the team, suppliers and our IT provider
• Be a trusted point of contact for HR, IT and finance-related administration
• Have contributed to at least one wider practice improvement project

You must have the right to work in the UK. Given the reception, facilities and in-person elements of this role, it is in-person only.

Pay: £12.75-£15.00 per hour

Expected hours: 36.5 per week

Benefits:

• Company events
• Company pension
• Free parking
• On-site parking

Ability to commute/relocate:

• Chelmsford CM3 3PJ: reliably commute or plan to relocate before starting work (preferred)

Education:

• GCSE or equivalent (required)

Experience:

• office administration: 2 years (required)

Language:

• English (required)

Work Location: In person