Overview
Administrative Assistant Jobs in Birmingham, England, United Kingdom at Pinnegar Hayward Design
Title: Administrative Assistant
Company: Pinnegar Hayward Design
Location: Birmingham, England, United Kingdom
Job Title: Administrative Assistant (Full-time office based)
Pinnegar Hayward Design, originally established in 1992, is a RIBA Chartered practice based in Birmingham’s Jewellery Quarter. The firm has grown steadily and with currently 42 staff classified by the RIBA as a medium sized practice.
PHD offers a comprehensive range of architectural and related services, including architecture and master planning, interior design and space planning, Principal Designer duties and project management.
The practice works across a broad spectrum of sectors, with expertise in education, healthcare, secure facilities, commercial and industrial projects, residential developments, and retail.
Role Purpose:
An Administrator Assistant will assist & support the Practice Administrator/Practice Manager and all members of staff.
To represent the company in the best possible manner at all times, & assist in the practice’s drive to promote and maintain the highest levels of architectural design quality, innovation & client service.
General Office Management:
- To welcome visitors to the office & to present the practice in the best possible manner.
- Overseeing and ensuring the smooth and efficient running of all supply aspects of the office, including managing and ordering office supplies and dealing with suppliers.
- General duties/skills are: reception duties, directing phone calls, receive visitors, and offer refreshments for meetings, booking out meeting rooms for staff. Needs to be proficient in Microsoft packages: Office/Word/Excel/PowerPoint.
- Implementing company policies and ensuring employee compliance
- Organisation of all CPD events, both in house and external, as well as quarterly practice updates. Organising catering for internal events. Management and logging of staff training records including Directors’ CPD logs.
- Management & scheduling of work experience students.
- Updating and maintaining staff annual leave requests on relevant calendars.
Team support:
- Project management support to architectural staff including;-
- typing of reports, agendas, minutes, letters, snagging lists
- typing and formatting of specification documentation
- timely (i.e. immediate) allocation of new job numbers and associated template folder creation
- ordering of contract stationary
- Management of conference room and client hospitality. Lights to be turned on and off for all meetings. Drinks to be on an hourly basis. Lunches anticipated and arranged in good time. Room cleared-down and re-prepared after every meeting. Plants fed/ watered.
- General admin duties for the Practice Manager/ Practice Administrator, directors and architectural staff i.e. emails, word processing, photocopying, filing, binding, scanning of documents and drawings, production of minutes and reports, updating documents as required, and preparation of brochures and programmes.
- Monitor and manage the company accounts inbox, responding to queries in a timely manner
- Assisting the Practice Manager / Practice Administrator in the organisation of office promotional and social events, (eg lunches, charity dinners, corporate entertainment, Christmas do and office outings).
Key Skills & Experience
- Previous experience in an administrative, office coordination, or support role
- Strong organisational skills with the ability to manage multiple tasks and deadlines
- Confident use of Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Excellent communication skills and a professional front-of-house manner
- A proactive, flexible, and “can-do” attitude
- Strong team player with the ability to work collaboratively across all levels
- High attention to detail and accuracy in all aspects of work
- Reliable, approachable, and willing to take ownership of tasks
Working with us comes with a range of benefits, including:
- Mental health and wellbeing support
- Pension and annual bonus scheme
- 25 days annual leave (pro-rata)
- 14:30 finish on Fridays!
- Extra perks including CPDs, team outings, mentoring, cycle to work, and more.
