Description:
Someone who is organised, friendly and a self-starter who will ensure the smooth running of a busy & lively office. To be responsible for the efficient running of the office including administration on a day to day basis. To provide general design assistance to design team carrying out duties including placing orders, chasing deliveries, sourcing finishes and ordering samples etc.
You will be working with all employees from the Managing Director to the designers, reporting directly to the Finance Director.
Duties include:
- PA duties to the Managing & Finance Director (including diary management, booking flights, meetings, restaurants etc
- Keep paperwork organised and filed, record petty cash & data entry
- To answer the telephone, take messages as and when required and ensure answer machine messages are retrieved and recorded in the message book.
- As instructed, provide system cover when designers are on leave i.e. check and respond to emails and messages as appropriate.
- To contribute proactively to the team and ask for more work when assigned tasks have been completed.
- To assist designers - duties to include ordering products/samples in accordance with designers’ requirements, raise payments, process orders and update supply lists etc. and painting up samples
- To manage orders, deliveries, quotes and liaising with suppliers on behalf of all designers
- Errands inside and outside the office including waiting at project site for deliveries
- To offer tea and coffee to all visitors to the office and during meetings.
- To ensure any banking cheques are hand delivered to bank as required.
- Order office supplies & keep the office running smoothly
- General admin
- Ensure designers keep timesheets up to date daily
- Preparation for meetings including printing and photocopying
- To be responsible for arranging & managing installation process of FF&E and liaising with trades for the supply and installation of finishes.
- To become proficient in Esti PC package and act as system supervisor
- To prioritise and manage own workload.
- Maintain an inventory of FF&E items in the office / on projects / on loan
- To maintain and be responsible for updating product library, supplier database, highlighting any new products of interest and obtaining samples for the team.
- Maintain order in the office & samples room
- To liaise with supplier representatives and make appointments to view new ranges as and when required.
- To develop a broad understanding of an Interior Design practice and how each element links together from creative design to administration of effective and profitable project management skills.
- Collect / deliver items from/to suppliers and printers & await deliveries of large items and when necessary
- Assist with the sales and marketing of furniture