CAREERS
Could your next chapter be with Cullinan Studio?
We are an equal opportunities employer, promoting mutual respect and life-long development. We welcome speculative applications - please send a CV and A4 samples of your work to: studio@cullinanstudio.com
Current Opportunities
Office Coordinator
(£28,000 - £35,000)
Summary of role
The overall aim of the role of the Office Coordinator is to ensure the smooth running of the Practice, as well as acting as the primary contact for all office-based queries for employees, visitors, external vendors, and office suppliers, including building management.
The Office Coordinator will report to the Head of Business Operations.
About Cullinan Studio
For almost 60 years, Cullinan Studio has been designing carefully composed, innovative architecture. With an international reputation for award-winning, sustainable design, we are constantly evolving our practice to help the clients and communities we serve meet today’s urgent needs. Through meaningful engagement, we create healthy buildings and places where people thrive. We are currently around 20 people, with studios in London and Nottingham, united around our mission to make room for nature in the built environment. We are an employee-owned business, operating with a co-operative structure.
Key responsibilities
Operations and Administration
Co-ordinate and manage the Office Diary and to provide support to staff by organising travel and accommodation arrangements as and when required.
Ensure that the space and storage within the Practice is always kept tidy and in good order.
Organise and take minutes in the Partner meetings.
Provide PA support to the Practice leaders as and when required.
Support marketing and communications activity.
IT Responsibilities
Liaise with the Practice IT consultant when any IT issues arise to help resolve any issues.
Responsible for setting up new starters with IT, including all relevant software accounts, and informing WIT of any new starters and leavers from the Practice.
Responsible for setting up project mailboxes and managing the user access to these mailboxes.
Maintain IT handbook and responsible for creating new sections as and when needed.
Financial & Insurance Responsibilities
To assist external accounts with reconciliations, setting up new client billings and payments.
To approve outgoing payments through Telleroo and to make payments from the Practice Bank to Telleroo in liaison with the Head of Operations
Administer and process monthly payroll, petty cash and Practice credit card transactions
HR Responsibilities
Assist with Recruitment as and when necessary, including preparing pro forma employment contracts in liaison with the HR Consultant and/or Head of Business Operations
Ensure that all new starter inductions are completed in a timely manner
Assist with the administration of staff appraisals and non- director reviews.
Set up the panel for the non – director reviews and take / distribute meeting notes as and where appropriate
Facilities Management and Health and Safety
Greet all clients and visitors to the Practice, ensuring that all visitors and clients always receive a professional and friendly service.
Manage the communal facilities and other general enquiries including the maintenance of the communal areas.
Act as Health and Safety Officer, Fire Safety Officer and First Aider
Responsible for ensuring that Health and Safety and Fire Regulations for the office are in place.
Keyholder responder
As a small and agile studio, you will be required to carry out other additional tasks that support the success of the practice.
Person Specification
Work Skills & Experience (training will be given if necessary)
Experience in business administration / business management.
Educated to at least ‘A’ level or equivalent standard.
Proficient in English grammar, spelling and proof reading.
Good IT skills, including a working knowledge of MS Office (Word, Excel, PowerPoint), InDesign and Xero skills are a bonus.
A professional qualification is not required but a minimum of 2 years’ experience in a similar role is preferred.
Previous experience in Architectural, Design or Building Services working environment preferred, although not essential.
A familiarity with legislation in the areas of employment, equality and diversity, and data protection - this is useful, but not essential.
People Skills
Reliability and discretion
Excellent communication, negotiation and relationship building skills
Responsible, adaptable, pro-active and motivated
Meticulous, with attention to details
Good administrative and communication skills
Good time management skills
Cheerful and enthusiastic
Good team player
Approachable and trustworthy
Confidential and non-judgemental
Additional details
Salary £28,000 - £35,000 (please note we will typically start pay at the lower end of the band to allow for progression and this will be dependent on the skills and experience you bring)
Auto-enrolment pension 5% employee contribution and 3% employer contribution 28 days leave including public holidays plus annual Christmas closure.
Due to the nature of this role, you will be expected to work from our office in Islington although we can discuss flexible working at the interview stage. Our usual office hours are Monday – Friday 09:00 – 17:30 (37.5 hours a week) with a one-hour lunch break.
Opportunity to become a Partner of Cullinan Studio after successful two-year period.
Application Instructions
To apply please send your CV with a supporting statement outlining how you meet the person specification and your reasons for wanting to work at Cullinan Studio to studio@cullinanstudio.com with the subject title ‘Office Coordinator FIRSTNAME LASTNAME’
Please also fill in the following monitoring form and include with your application: Link to download Monitoring Form
Please note: The studio will be closed 23 December to 1 January inclusive.
Closing date:
14:00 Thursday 16 January
We will be reviewing applications on a weekly basis, so we encourage early applications.