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• 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.
• 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.