Office Manager & Project Administrator

At Scotch Partners, we want to make a positive impact - whether that’s for our people, clients, or those who occupy the buildings we deliver.

We are a London based design consultancy offering expertise in building services engineering, sustainability, energy, and building acoustics. We work across a broad range of built environment projects from commercial office refurbishments in listed buildings to new build science parks, and everything in between.

Delivering sustainable and efficient designs for our clients is at the core of what we do, creating the highest quality buildings and internal environments. This is brought to life by our combined experience, creative problem-solving, collaborative spirit, and can-do attitude; this philosophy is integral to our service.

Our team is our most valuable asset and the true cornerstone of Scotch, and we pride ourselves on creating a team culture built on trust, respect, and enjoyment.

We’re a social bunch and enjoy spending time together both in and out of office. We have a busy social calendar from sports and team activities, to crafts and music. We’re especially proud of our house band, Paper Jam, who are always on the look out for new talent!

About the role

We are seeking a motivated and organised professional to join our Business Operations team here at Scotch Partners.

In this role, you will support the business with a 50/50 split of Office Management and Document Control, reporting to the Business Operations Director. You will play a key role in ensuring the smooth day-to-day running of the office, while also maintaining accurate, well-organised project documentation across our projects.

This is a varied and hands-on position, ideal for someone who enjoys juggling different responsibilities, thrives on structure and process, and takes pride in being the person others rely on to keep things running smoothly.

This role is based in our London office 4 days per week.

Responsibilities

Office Management

• Maintaining & ordering of office supplies
• Managing the company phone line, answering & directing calls as appropriate
• Monitoring the Enquiries inbox, responding to & forwarding correspondence as required
• Managing incoming/ outgoing post & filing
• Greeting visitors & supporting the coordination of meetings
• Providing first-line IT support for minor issues (e.g. printing, Wi-Fi)
• Liaising with building management to resolve facilities issues
• Booking hotels, travel & meeting rooms as required
• Ordering & maintaining stock of PPE
• Supporting the Business Operations Manager with staff onboarding
• Communicating staff updates such as staff sickness notifications & general office announcements
• Coordinating catering arrangements for internal events
• Supporting with the planning and delivery of office events
• Providing ad hoc administrative support to the Partners, including meeting coordination
• Acting as Fire Warden and First Aider
• Supporting the Finance Administration Manager with completing pre-qualification and supplier questionnaires, and gathering information for industry accreditations & frameworks
• Creating & maintaining framework and active supplier database
• Creating & maintaining a database of staff and company memberships, subscriptions, and accreditations
• Processing renewals of staff and company memberships & subscriptions
• Collating data required for internal annual ESG and carbon assessments

Document Control

• Receive, process, control & distribute project documentation, including drawings, specifications, contracts, submittals, RFIs, change orders, and appointment documents
• Maintain electronic and hard copy document management systems, ensuring accurate filing, indexing, version control, and retrieval of project documentation
• Set up, maintain, and manage project folders, speculative project folders, public email folders, and the Master Project List
• Review project documentation for completeness, accuracy, and compliance with company procedures and project requirements
• Track document revisions and ensure the latest approved versions are distributed to the relevant project stakeholders
• Create, maintain, and continuously improve document control procedures, templates, and filing structures
• Manage the document lifecycle from creation through to archiving in accordance with company policies and project requirements
• Maintain project appointment documentation and ensure records are accurately stored and accessible
• Support the project invoicing process by maintaining accurate project documentation and assisting with the preparation and administration of invoices
• Respond promptly to document requests from project teams, clients, consultants, and subcontractors
• Maintain document confidentiality and security in line with company policies
• Provide general project administration support and contribute to the continuous improvement of document control best practices
• Assist with additional administrative and project support duties as required

Requirements

• Previous experience in a Document Controller or Project Administrator role essential
• Excellent organisational & multitasking skills
• Strong attention to detail
• Strong time management & ability to manage competing priorities
• Excellent communication & interpersonal skills
• Proficiency in Microsoft Office 365 packages & document management processes
• Previous experience in an Office Manager or Office Administrator role desirable
• Experience within the construction, engineering, or consultancy sector
• Knowledge of document control processes and construction documentation
• Experience with document management platforms
• 28 days annual leave
• Pensionmatching (up to 6%)
• Private medical insurance, employee assistance programme, and health cash plan
• Enhanced maternity and shared parental leave
• Discretionary bonus scheme
• Hybrid working (4 days in the office, 1 day working from home)

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