Project Coordinator

Company : Zaha Hadid Architects

Job Description - Project Coordinator

At Zaha Hadid Architects, we are seeking a Project Coordinator on a permanent contract to join our growing team in London. In this role you will responsible for providing administrative services and support to the Cluster and to the Director and Associate Directors. We currently have two open vacancies, with one being solely Project Coordination, and this one including Personal Assistant responsibilities.For Cluster Director/Directors/Associate Directors:

Diary management, arranging internal and external client meetings and site visits (sending outlook invites, preparing agendas and travel arrangements)
Provide administrative and co-ordination support to Project Directors and senior staff members within the cluster
Filtering queries, developing a sound understanding of their requirements and responding accordingly
Coordination of travel and all bookings, ensuring authorisation from general management for members of the cluster
Document control and respond to third parties
Assist the Director with expenses
Assisting the Project Directors with P&Ls reviews, Baselines, to keep their projects at the agreed level of profit

Other areas of responsibility and Cluster support (not exhaustive):

Provide ad hoc administrative and co-ordination support to the Project Architects and relevant teams
Assist with project submissions such as arranging shipping for materials
Format correspondence & liaise with clients/ consultants
Travel booking for the team including international visas
Assist project leaders updating project related information on workspace
Co-ordinate and arrange documents for the Cluster
Set-up meetings, design review events & conference calls. Send invites & prepare documents/ agendas where necessary
Adhoc support for project presentations in PowerPoint/Indesign
Co-ordinate with facilities management for desk moves, stationary & other office management items
Co-ordinate with IT for computer problems, upgrades & queries
Co-ordinate with Reception for meeting room booking, post & couriers
Co-ordinate with People and Talent for new starters, interviews etc.
Organise annual staff appraisals for the cluster
Organise document translations where needed
Assist in keeping the designated studio area tidy and organised
Helping organise refreshments with occasional assistance in preparation for cluster events
Cover other project coordinators’ holidays/sickness
Management meetings: overview of cluster forecasts costs, invoicing, debtors lists and project resourcing
Co-ordinate with the New Business team for new project proposals
Assist with project invoicing & staff planning as directed
Check timesheets & facilitate the allocation of project resourcing
Liaise with accounts and other departments on behalf of the cluster and staff
Occasionally organise social events for the team

Excellent communication skills both orally and in writing
Excellent inter-personal skills
Good IT skills (Word, Excel, PowerPoint, Outlook & InDesign)
Ability to prioritise and plan effectively
Highly organised, especially when dealing with a constantly changing environment
Diplomacy, professionalism and tact for a wide variety of situations and personalities

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Project Coordinator

Job Description - Project Coordinator

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