Studio Coordinator / Practice Support

Studio Coordinator / Practice Support

Location: London / Hybrid - the team meets in the office on Mondays, with additional co-working days as needed

Salary: £40,000-£45,000 depending on experience

Team: 14 people, including a 12-person technical team

Sector: Historic building conservation

Reports to: Partners

The Role

We are a small, dedicated architectural practice specialising in the conservation, repair and adaptation of historic buildings. Our clients include the Royal Household, Historic Royal Palaces, Royal Botanic Gardens, Kew, the Old Royal Naval College Greenwich and Eton College.

We are modernising how we work and are looking for someone who enjoys being at the centre of a busy, collaborative practice.

We work on a hybrid basis, with the whole team in the London office on Mondays and otherwise working flexibly between site, home and co-working locations. The administration team has access to an office base in Twickenham.

This is a broad practice co-ordination role focused on helping the practice run smoothly and stay on track. You will support the Partners and wider team by improving systems, co-ordinating resourcing and project information, supporting invoicing and forecasting, and ensuring priorities, actions and decisions are followed through and clearly communicated.

This is not a traditional diary or inbox management role. The Partners generally manage these themselves. The Partner Support element is practical and light touch - helping with follow-ups, meeting preparation, document co-ordination and wider practice activities.

The role is about helping the practice stay organised, aligned and progressing.

What You'll Be Doing - Helping the Practice Run Smoothly

Systems and processes

You will lead the use of our task management software (Asana) and professional services software (Projectworks), supporting the team to use these consistently and effectively.

You will introduce and embed improved ways of working - ensuring actions are tracked, information flows clearly, and the practice stays aligned. This includes identifying, prioritising and implementing key systems and processes, and ensuring they are used in practice.

You will also ensure that decisions are followed through and clearly communicated across the practice.

Resourcing

You will lead on resource reporting through Projectworks, helping the Partners understand workload, capacity and upcoming project demands.

Finance and invoicing

You will support project invoicing and implement and maintain clear financial reporting and cash flow forecasting, giving the Partners visibility of the practice's financial position.

Improving how we work

You will identify improvements and help implement them across the team, improving clarity, consistency and efficiency.

Bids and Clients

Fee proposals and tenders

You will co-ordinate fee proposals, expressions of interest and tender submissions, ensuring deadlines are met and Partners provide the necessary input.

Client relationships

You will help maintain regular contact with key clients, including periodic check-ins on satisfaction and future opportunities.

Research and opportunities

You will support research into new projects, clients and opportunities.

Partner Support

You will provide practical support to the Partners where needed, including:

• tracking and following up actions from meetings to ensure they are completed

• helping prepare agendas, notes and documents

• co-ordinating internal information

• supporting practice-wide events and workshops

• assisting with occasional personal administration where appropriate

The role does not involve routine diary or inbox management.

Working with the Office Manager

You will work closely with our Office Manager. While they manage bookkeeping, VAT, payments and routine administration, your focus will be forward-looking: invoicing, forecasting, reporting, resourcing and overall practice co-ordination.

What Success Looks Like

In this role, success means helping the practice stay organised, aligned and on track - with clear visibility of workload, finances and priorities, and ensuring that actions and decisions are consistently followed through.

This includes implementing and maintaining clear financial reporting and cash flow forecasting; identifying, prioritising and implementing key systems and ways of working; maintaining a consistent cadence of senior team meetings; ensuring actions are delivered each quarter; and ensuring priorities and updates are communicated clearly across the practice.

Who We're Looking For

We are looking for someone who is organised, proactive and confident working across a range of responsibilities.

You will be:

• Confident with systems and technology - comfortable improving software and processes and helping others use them properly

• Highly organised - able to track actions, priorities and deadlines and ensure things move forward

• Comfortable with numbers - able to review budgets, invoicing, forecasts and resourcing data

• A strong communicator - clear, confident and able to follow through

• Detail-focused - producing accurate, well-presented documents and reports

• Practical and proactive - comfortable taking ownership

• Flexible - happy working in a small practice where priorities evolve

Experience in architecture, construction, consultancy, heritage, design or another project-based professional services environment would be helpful, but not essential.

Why Join Us?

You will join a friendly, specialist architectural practice with a strong reputation in historic building conservation. We offer a hybrid working environment, a varied and trusted role, and the opportunity to make a real difference to how the practice is run.

Your ideas for improving systems, reporting, processes and communication will be genuinely welcomed.