Office Administrator

About Us

AHR is a multi-award winning architecture and building consultancy practice. Based on our strong heritage and breadth of services, we provide imaginative solutions to make a positive contribution for our clients, society and the built environment.

Our people make us who we are - we are a people business and want to create a welcoming and supportive environment where all can flourish. We see diversity as a strength which creates fresh perspectives and generates new ideas.

We enjoy what we do and are determined to do an outstanding job. We deliver best when working in teams. Our culture is a product of the combined mindsets and behaviours of our people.

We now have an exciting opportunity for an Office Administrator to join our creative and friendly team in Huddersfield.

Job Purpose

Responsible for providing administration support to staff in the Huddersfield office and those working remotely alongside supporting the Office Manager with the smooth running of the Huddersfield office.

Relationships

Builds and maintains excellent working relationships with all staff.

Work Arrangement

This is a full-time, permanent position based on-site, 5 days per week.

Key Responsibilities

• Provide efficient and proactive administration support to project teams in the Huddersfield office and those working remotely (arranging meetings, typing documents and meeting minutes, creating photo schedules, audio typing, photocopying, scanning and general administrative support)
• Perform a range of administrative duties related to the daily operations of the Marketing and Business Development team. These include but are not limited to the preparation and population of SQ/PQQs/bid documents, the updating of staff CVs, project sheets, capability statements on a regular basis with new information, co-ordination and reconciliation of reports to ensure they are kept up to date and assisting in the compilation of documentation for bids and tenders
• Manage, register and update portals, maintaining up to date company information and accreditations/certificates
• Daily monitoring of Contracts Finder alerts, Tenders Direct and locate possible opportunities to circulate to the Marketing and Business Development team in accordance with the bid process
• Digital document control, updating relevant internal 'intranet' documents including Asset Library
• Monitoring various mailboxes and dealing with correspondence within these
• General office support, including the distribution of post, binding documents, preparing refreshments for client meetings and arranging local deliveries and/or collections
• Ensure that the office (including reception area, kitchen and conference rooms) are well presented and furnished with the required items
• Maintain conference room diaries and be responsible for room bookings
• Greet all visitors and provide refreshments for meetings
• Provide administrative support to the Office Manager, this may include archiving, assisting with colleague and client events, typing correspondence, ordering stationary, kitchen and office supplies
• Organise and manage travel and hotel bookings for staff
• Provide full time cover as and when required to cover sickness and holidays
  
  

Job Knowledge, Skills & Experience

• Strong IT skills, fully conversant Microsoft Office packages, in particular Word, Excel, Outlook and PowerPoint
• Excellent telephone and in-person professional manner
• Excellent standard of copy typing skills
• The ability to work on own initiative without supervision
• Positive and proactive approach to team working with strong interpersonal skills and the ability to communicate with people at all levels
• Ability to work within brand guidelines and with pre-determined templates
• Excellent planning and organisation skills with ability and willingness to take responsibility for planning and prioritising own workload
• Attention to detail is essential to ensure that any marketing-related material generated is grammatically and visually correct, free of spelling errors, on brand and conveys the correct message
• Able to maintain a high level of confidentiality in all work
• Able to plan and organise their workload, and work effectively to meet deadlines and manage priorities with minimum supervision
• Able to communicate effectively in verbal, written and design formats using appropriate media for different audiences both internally and externally
• Able to work under reasonable work-related pressure and meet tight deadlines
• Able to work collaboratively in a team environment
• Able to build and maintain good working relationships with clients, team members, colleagues and third parties
  
  

Personal Qualities

• Able to deal with conflict in a calm and patient manner
• Able to perform effectively under reasonable levels of work-related pressure
• Able to manage relationships with tact and diplomacy
• Presents AHR and the services we offer in a professional and appropriate manner
• Positive and proactive attitude
• A flexible approach and ability to cope with the varying demands of the role and the multi-tasking required
• Methodical and reliable
• Self-motivated
• Displays enthusiasm and is able to motivate other team members
• Keen to develop their individual capability and that of the team
• Willing and able to assist team members during periods of absence
  
  

This job description is not intended to be all-inclusive and other duties within the practice may be required. Job descriptions do not form part of the contract of employment. Job descriptions will be reviewed annually and when necessary in accordance with organisational needs and any major changes will be discussed with the post holder.

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