We are on the look out for a new Group Coordinator / Document Controller to come and join our Bath Studio.
We have 3 project groups in each Studio with each group responsible for carrying out a number of architectural, master planning and urban design projects. This role is the opportunity to provide first class support to our Group Leaders, Partners, Associates, Project Architects and their associated project teams to enable them to run efficient and well-organised projects in accordance with the Practices’ QA procedures including Project administration support and Document Control.
The role will be a spilt between Group Coordination and Document Control providing expert coordination support alongside having the responsibility of managing project documentation in compliance with our quality procedures.
This could suit an experienced Document Controller looking to mix up their role with some more administration experience or someone who has worked in a similar administrative/co-ordination role who has had some/little experience in Document Control but is keen to learn more.
Interested in finding out more? Go on.. APPLY!
Areas of responsibility
To assist Group members with project tasking and stage outputs (Inc. preparing presentations, certificates and reports)
To organise and book travel for Group members (Inc. flights, hotels and taxis). This also includes the preparation of travel itineraries and coordination of overseas study trips
To coordinate internal/ external project meetings and reviews (inc. diary Invitations, conference calls, minute taking, preparing agendas)
To assist the Studio Leader/Partners in preparing and issuing client Invoices and Applications for Payment
To submit Studio Leader and Studio Partners monthly credit card receipts and expenses to Finance
To assist in arranging Group member’s annual reviews (Inc. diary invitations, and room bookings)
To assist in allocating appropriate office seating to new starters (Inc. providing an Administrative Induction). To allocate Group placements for work experience students
To provide telephone back-up to Reception and assist the Front of House Team when required
To upload and download drawings and documents from project extranet sites (CDE’s)
To issue drawings, reports, specifications and schedules to clients, design team members, suppliers, and contractors via the FCB document management system (Newforma Info Exchange)
To ensure the timely, accurate and efficient registration of incoming and outgoing documents
To QA check drawings and documents for inconsistencies, ensuring requirements are met prior to issuance
To control project documentation in compliance with FCB quality procedures
To prepare, review, and regularly update project document control guides including extranet site (CDE) login details, workflows, troubleshooting mechanisms and key contacts
To work closely with the Practice Quality Manager and Lead Document Controller to improve document control procedures and develop best practice templates for future use
When appointed to do so, to assist the project team and BIM Manager in the set-up and management of the project extranet site (CDE)
1 – 2 years relevant experience within a similar administrative/co-ordination role
Understanding and experience with Document Control procedures
Knowledge of Electronic Document Management Systems (EDMS) and Common Data Environments (CDE’s)
A good working knowledge of Microsoft packages including Word, Excel, PowerPoint and Outlook
Experience using InDesign would be an added bonus
Excellent attention to detail
Demonstrates initiative, resourcefulness and proactivity in approach to daily tasks whilst working within the agreed procedures
Strong organisational skills (naturally methodical and accurate)
Enjoys working as part of a team as well as independently
Good written / verbal communication and interpersonal skills
A background working in a creative or architectural environment would be an advantage