Work history
Architecture & Design Administrator
• Provide flexible and responsive finance and administration support to the Team Manager and team of 14 Architecture and Design staff.
• Quality control of all documents issued by the Architectural team to clients, stakeholders, including legal contracts and building consents.
• Assist the business management in tracking of all Architecture jobs workflows and budgets, and generating reports for board meetings.
• Accounts Receivable - complete monthly billing for the team’s current 90 plus jobs, support debt collection and Work in Progress write-offs.
• Accounts Payable - support Finance in the processing of all sub-contractor invoices within set deadlines.
• Document control and management of all team Microsoft Word and Excel templates and documents.
• Co-ordinate meetings and teleconferences, minute taking and following up on action points.
• Diary management for the Team Manager, book team travel and training.
• Manage stationary, hardware, software, furniture and equipment ordering for the team.
• Intranet and CRM management.
• Coordinate and complete induction training tasks for new team members.
• Successfully manage tight deadlines and a large workload in a deadline driven environment.
Intellectual Property Personal Assistant
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• Support the Intellectual Property Team Manager and team of lawyers and engineers to legally protect all intellectual property invented by the business.
• Efficient PA support to the Team Manager.
• Proactive diary management for the Team Manager.
• Support the Team Manager in forecasting the team budget for the following financial year.
• Monthly credit card reconciliation.
• Provide flexible and responsive secretarial and administration support to the team of lawyers and engineers as needed.
• Research and book extensive travel and training for the Team Manager and team.
• Accurately record and file all Patents and Intellectual Property into in-house databases and physical archives.
• Track the life span of patents, process patent renewals and abandoned patents.
• Raise case numbers and create new physical case files.
• Work alongside external legal firms and in house inventors to coordinate the signing and processing of legal documents.
• Monthly Accounts Payable tasks; code and process all incoming invoices, raise capital expenditure requests, record details and complete end of month processes relating to Patents and Accounts.
• Coordinate all aspects of CPD presentations for the team.
• Arrange teleconferences and Skype meetings.
• Manage SharePoint for the team.
• Coordinate equipment and building access for new team members.
• Manage stationary, hardware, software, furniture and equipment ordering.
• Oversee facilities repairs and improvements for the team.
Skills
- Events
- Visual Arts
- Craft
- Exhibition
- Administration
- Data Entry
- Design
- Email Handling
- Exhibition Design
- PA
- Excel
- Office
- Photoshop
- Powerpoint
- Word