Studio Administrator
We are seeking a highly organised, detail orientated and proactive Studio Administrator to join our team. This role is essential in ensuring the smooth operation of our company projects, day-to-day studio environment and operational tasks. As a key member of the management team the Studio Administrator will foster a supportive and collaborative working environment and be responsible for delivering efficient and effective administrative support across a range of project activities.
About the role
This is a fast-paced environment so you must be forward-thinking with excellent listening and multi-tasking organisational skills.
It is essential you have a positive working outlook with an adaptable aptitude in direct support to the designers and on site teams. Monday to Friday duties will involve:
Key Responsibilities
- Maintain accurate records and production data.
- Process invoices, purchase orders, and supplier payments.
- Bookkeeping and financial reporting.
- Manage files to ensure compliance with regulatory requirements.
- Coordinate schedules, meetings, and related documentation.
- Greeting Studio visitors and clients by appointment, telephone and e mail
- Handle telephone calls, emails correspondence with suppliers and external agencies.
- Prepare reports, spreadsheets, and other administrative documents.
- Data entry, budgeting, and operational planning.
- Monthly reconciliations.
- Collate, verify, and maintain project timesheets and attendance records.
- Manage holiday, absence, and overtime records.
- Staff management administration
- Coordinate onboarding submissions for employees, contractors, suppliers.
- Drafting Contracts.
- Maintain project records, quotations, schedule agreements, and supporting documentation.
- Process and produce Invoices.
- Manage purchase card reconciliations and maintain purchase order trackers.
- Arrange meetings, take minutes, coordinate travel
- Maintain health and safety records and other compliance documentation.
- Studio & workshops running & upkeep
- Filing & archive management
- Stock management and maintenance reporting
- Processing deliveries, actioning returns
- Dog sitting and wellbeing
Essential Requirements
- Previous experience in an administrative front of house duties, in design and / or construction administration is preferable.
- Strong organisational and time-management skills.
- Excellent attention to detail and accuracy.
- Proficiency in Xero & Hubdoc., Microsoft Office, particularly Word and Excel
- Excellent communication and interpersonal skills.
- Ability to work independently and manage multiple priorities.
- Proficiency in accounting and financial record keeping.
· A love of the outdoors, dogs and a genuine care for the wellbeing of the company staff, clients, and projects.
About us
HC Gardens are an innovative company, designing and constructing diverse and exclusive projects with a highly bespoke approach and a pioneering spirit. Each project is defined by artisanship, horticultural design and a love of detail.
We are an organically growing company and always welcome new ideas and contributions. This is an opportunity to work for a company that offers individuals possibilities to learn and grow.
If you are passionate about supporting a creative environment and possess the necessary skills, we encourage you to apply for this exciting opportunity as our Studio Administrator.
Job Types: Part-time, potential for full-time. Permanent. Further career progression available
Salary: Competitive, depending on experience
Benefits:
- Company pension
- Employee discount
- On-site free parking
Schedule:
- Monday to Friday
- No weekends
Location : In person at our Studio Barns located between Woodstock and Soho Farmhouse.
If you take pride in delivering high-quality administrative support, we'd love to hear from you.
For more information or to register your interest in this position please send a cover letter along with a current C.V.
Pay: £26,436.80-£31,200.00 per year
Benefits:
- Company pension
- Employee discount
- On-site parking
Work Location: In person
