Office Manager

Knox Bhavan

Knox Bhavan, founded in 1995, by Sasha Bhavan and Simon Knox are a well-respected, multi-award-winning architecture practice, based in Peckham. We are committed to sustainable design and a collaborative studio culture.

Our varied portfolio of built work includes beautiful houses, responsive public buildings, and crafted historic building conservation projects. We are a leading SME in sustainability research, developing processes of measuring and reducing embodied carbon in construction.

We foster an inclusive, inventive, and responsible working, teaching, and learning environment. We believe that the best results come from collaboration and collective thinking – in our studio everyone is engaged, involved, and given lots of support. We see our office manager as an integral member of our team.

Office Manager Position

We are looking for an office manager, to join our team of between 10 to 12 in our Peckham studio. Our office manager will be responsible for supporting the team and ensuring the smooth running of the office.

The office/project management software used is CMAP and support will be offered initially to enable the candidate to use it efficiently. This is a varied role which would suit a proactive, highly organized individual with excellent administrative and business skills and good attention to detail. Previous experience in a similar role is desirable.

The job includes:

Office Administration

• Answering calls and some emails.

• Greeting clients and visitors to the studio

• Managing the meeting room including setting up

• Ordering office supplies and liaise with key suppliers.

• Leading and recording internal management team meetings.

• Supporting architects to arrange and record CPD’s.

• Ability to develop the role as the practice progresses.

IT

• Setting up new members with computer, email and access to files and software.

• Managing the office calendar and zoom accounts.

• Liaising with our IT and Technical support team to ensure computers are up to date and optimised.

• Managing the office email accounts ensuring consistency in footers etc across team accounts.

Finance Administration and Resourcing - CMAP software (initial support will be given)

• Inputting and managing CMAP resourcing and project data.

• Assisting project team with Fee Agreements & Invoicing.

• Monitoring invoicing and time sheets.

• Assisting project team with resource forecasting.

• Business planning, investigating ways to improve processes and drive efficiencies.

• Limited bookkeeping to assist the accountant (VAT, pensions etc)

• Negotiating insurances including Professional Indemnity and other insurances

• Completing RIBA Business Benchmarking with support of project architects.

HR Administration – Support in place from Croner/Bright HR

• Assisting with recruitment, employment contracts and progress reviews

• Updating policy handbooks and inducting new recruits into general office protocols

• Organising supporting and participating in individual annual appraisals

• Supporting office well being

PR – PR Consultant employed on a rolling contract.

• Providing occasional support to our PR consultant.

• Engaging with social media updates (twitter, web news updates etc) in concert with a nominated team member.

PA

• Occasional support for Directors and Associates

Experience Required

Ideally 3 years active experience in similar role.

Organised and able to monitor the business performance of the office.

Friendly proactive, willing to ask questions and build supportive rapport with colleagues. A team player.

Mathematically competent and numerate.

Professional and respectful in client and team relationships.

Confident in IT: Proficient in full Microsoft office suite and particularly skilled in Excel or similar accounting software.

Ideally experienced using CMAP or similar CRM software.

Proficient in adobe InDesign and ideally Mac literate.