EA/Practice Coordinator position Your new company Would you consider yourself to be a motivated, ambitious, driven individual who is seeking a role within the creative industry? I am currently recruiting for a permanent, full-time, EA/ Practice Coordinator position for a well established Architecture/Interior Design Firm based in the heart of the Eastern Suburbs. In this position, you will be required to assist the Principal, General Manager and design team in the Practice functions including BDM, HR, Financial and Practice Coordination, and to maintain smooth operating processes for clients, leadership and project teams and support the implementation initiatives. Please note: This role requires you to work 5 days from the office. Your new role
Communication - prompt response time, quality / clear communication, friendly / hospitable face of the company; attention to detail and self-checking
Continual improvement of established systems and processes
Coordination - problem-solving between various business functions; gather necessary information related to scheduling
Capacity to recognise opportunities to improve and implement news systems, solve problems and willingness to take responsibility for the practice running smoothly
Work with the whole team, understanding what different team members may need in support\
Ensure the Director is organised, on-time and well-prepared for what lies ahead
Preparation - being prepared and being ahead of team needs; execution of pre-meeting, meeting proper and post-meeting stages
Cultural Coordinator - being a leading voice in our team culture, celebrating the wins, creating opportunities for the team to gather outside work
Budgeting - maintaining set practice spends
Meeting deadlines and proactively reporting back on your progress; being responsible for updating others on your work.
Daily coordination of Directors, administrative, leave and leadership calendars
Daily support of the Directors' tasks
Design Team Support
Travel coordination for site visits (AU + O/S)
Administration within Synergy software, including availability management, time sheet entry, disbursements, external contractor management and project contact list maintenance
Design team deliverable support when needed
Librarian support in the management of the sample library
IT troubleshooting and asset coordination (hardware / software management, purchasing, external IT consultant coordination)
Maintenance of the 2 x houses including but not limited to food stock, stationary, IT, maintenance, eco initiatives etc.
Support with the day to day running of the practice
Preparation for client meetings
House spending budget management
Internship program administration including recruitment, onboarding, task coordination, oversight and team liaison
Onboarding set up and new hire administration
Monthly payroll notes issued to accounts for processing
Leave coordination
HR cadences, coordination, including reviews, feedback loops, coordinating meetings, notion page management BDM
Preparation of proposals in Adobe InDesign
First point of contact for all new clients, vetting of brief and coordination of the BDM process steps until lead closed
Coordination of social initiatives, team activities and celebrations
What you'll need to succeed
3+ years in an administrative and/or office support role.
Experience with Adobe InDesign is desired but not essential.
Strong written and verbal communication skills
Excellent time management and organisational skills
The ability to manage multiple conflicting priorities
What you'll get in return
Permanent Full-time position
Supportive Team Culture
Located near public transport
What you need to do now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me directly on [email protected] and I will be in touch. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career. Please click here to apply.
Communication - prompt response time, quality / clear communication, friendly / hospitable face of the company; attention to detail and self-checking
Continual improvement of established systems and processes
Coordination - problem-solving between various business functions; gather necessary information related to scheduling
Capacity to recognise opportunities to improve and implement news systems, solve problems and willingness to take responsibility for the practice running smoothly
Work with the whole team, understanding what different team members may need in support\
Ensure the Director is organised, on-time and well-prepared for what lies ahead
Preparation - being prepared and being ahead of team needs; execution of pre-meeting, meeting proper and post-meeting stages
Cultural Coordinator - being a leading voice in our team culture, celebrating the wins, creating opportunities for the team to gather outside work
Budgeting - maintaining set practice spends
Meeting deadlines and proactively reporting back on your progress; being responsible for updating others on your work.
Daily coordination of Directors, administrative, leave and leadership calendars
Daily support of the Directors' tasks
Design Team Support
Travel coordination for site visits (AU + O/S)
Administration within Synergy software, including availability management, time sheet entry, disbursements, external contractor management and project contact list maintenance
Design team deliverable support when needed
Librarian support in the management of the sample library
IT troubleshooting and asset coordination (hardware / software management, purchasing, external IT consultant coordination)
Maintenance of the 2 x houses including but not limited to food stock, stationary, IT, maintenance, eco initiatives etc.
Support with the day to day running of the practice
Preparation for client meetings
House spending budget management
Internship program administration including recruitment, onboarding, task coordination, oversight and team liaison
Onboarding set up and new hire administration
Monthly payroll notes issued to accounts for processing
Leave coordination
HR cadences, coordination, including reviews, feedback loops, coordinating meetings, notion page management BDM
Preparation of proposals in Adobe InDesign
First point of contact for all new clients, vetting of brief and coordination of the BDM process steps until lead closed
Coordination of social initiatives, team activities and celebrations
What you'll need to succeed
3+ years in an administrative and/or office support role.
Experience with Adobe InDesign is desired but not essential.
Strong written and verbal communication skills
Excellent time management and organisational skills
The ability to manage multiple conflicting priorities
What you'll get in return
Permanent Full-time position
Supportive Team Culture
Located near public transport
What you need to do now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me directly on [email protected] and I will be in touch. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career. Please click here to apply.
