Job Opportunities at ARRCC Design

JOB SUMMARY:

• The primary function of this role is tprovide high-level administrative support tthe Sub-Team Leaders. Although your time is allocated tthe above-mentioned reports, you will be called on from time ttime tfill in or aid other support functions in the organisation.

RESPONSIBILITIES

Diary management.

• Managing and maintaining the Sub-Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.
• Following up with team members on information required for meetings and ensuring such information is ready prior tthe start of the meetings
• Ensuring that cyclical /recurring meetings take place.
• Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.

Screening of calls

• Typing and meeting minutes
• Assisting with the filing and management of electronic mailboxes.
• Assisting with the setting up and administration of generic email responses.
• Creation and maintenance of various administrative databases
• Vision System Management - adding vendors, contacts, opportunities and projects
• Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
• Assistance with team timesheets. Follow up sthat these are completed accurately and on time and monitoring of team overtime.
• Travel Management and arranging Forex
• Overtime approvals and provide weekly reports on overtime.
• Assist with stationary orders.
• Setting up boardrooms for skype/ conference calls
• Preparation for client visits – arrange lunch, meeting itinerary, house visits, etc.
• Thorough knowledge of and compliance with all SAOTA procedures and standards.
• Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
• Support and assist staff with administrative tasks, as and when required
• Reception relief
• Occasional assistance with matters of a personal nature.

INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS

• Updating of Templates
• Assisting with oversight of and adherence toffice policies and procedures
• DRPRsystem management.
• Creation and maintenance of deliverables, programmes and calendars
• SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.

PROJECT PLANNING AND BUDGETS

• RFP’s
• Fee Proposals
• Accommodation schedules
• Project and resource planning

ESSENTIAL SKILLS AND CRITERIA

• Exceptional level of accuracy and attention tdetail.
• Discretion and confidentiality are essential tthe role.
• Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities
• Excellent knowledge of the Microsoft Office Suite
• Ability tremain calm, multitask and work under deadline driven pressure.
• Ability tbuild good relationships at all levels and the ability twork well in a team.
• Minute taking and touch typing skills
• Excellent organisational skills
• Able tmanage sensitive and confidential information
• Able twork without supervision, tuse initiative and be proactive while working within a team
• Ability tprioritise and manage own workload amidst conflicting demands and busy work periods.
• There will occasionally be a requirement twork additional hours which may include weekends.
• Able tdemonstrate a high degree of professionalism

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• The primary function of this role is tprovide high-level administrative support ta Director.
• Although your time is allocated tthe above-mentioned business leader, you will be called on from time ttime tfill in or provide assistance tother support functions in the organization.

PRIMARY RESPONSIBILITIES (These include, but are not limited tthe following);

General PA responsibilities

Diary management.

• Managing and maintaining the Directors’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule. If any meetings are cancelled, re-scheduled immediately
• Arrange consultants / client / staff etc. meetings
• PA tinsure that all IT software aspects are kept up-to-date in order tfunction as efficiently as possible.
• Following up on information required for meetings and ensuring such information is ready prior tthe start of the meetings
• Ensuring that cyclical /recurring meetings take place.
• Advise Director on meeting clashes and advise suitable times
• Invitations such as launches that we RSVP tare added intthe calendar, with the invite saved as an attachment
• Used tassist with timesheets
• Contacts intoutlook – any business cards immediately entered ontdatabase.
• Update calendars with project deadlines, 3D booking times. Work closely with Director and team on overtime and capture
• Events such as staff birthdays, Public holidays, etc tbe added tcalendars
• Reading, researching, and routing correspondence; drafting letters and documents and collecting and analyzing information where required.
• Screening of calls
• Meeting minutes
• Typing
• Assisting with the setting up and administration of generic email responses.
• Occasional assistance with matters of a personal nature.
• Follow up with clients / consultants, etc
• Print and bind certain presentations
• Daily action list and print out calendar
• Team meeting notes & action lists
• Leave applications / staff leave summary
• Send progress reports on items tDirector
• Must be available for possible driving around / collections
• New staff – co-ordination with HR

Project Initiation

• New Project Enquiries (RFPs)
• Filing, sorting and retrieval of all related incoming documentation
• RFP procedure - Manage and drive from initiation including;
• Add contact information on Vision
• Load NPE’s as opportunities on Vision and complete all relevant fields
• Draft responses
• Follow Ups
• Project correspondence maintenance on Vision

Tenders

• Plan, co-ordinate produce and compile (Work with technical / design, admin and graphics staff)
• Filing, sorting & retrieval (hardcopy & electronic)

Reports

Weekly & Monthly:

• Complete timesheets
• OVT for previous week
• Update IA Prime List for Accounts
• Update RFP Prime list
• Check all projects are added as opportunities tVision and that all activities are logged
• Check for any contact cards tbe added tVision
• Send OVT summaries tAccounts tcapture

International Work

• Consultants and Client Databases
• Lead Database

Electronic Mailboxes

• Filing and management of electronic mailboxes
• E-mail filing tbe done on a constant basis. E-mails tbe filed from oldest tnewest.
• Events such as staff birthdays, Public holidays, etc tbe added tcalendars
• Skim read emails, prompt urgent responses and feedback required

IA Fee Proposals

• Update Fee Proposals and sent tclients, follow up & track
• Update Fee Proposal templates

Travel

• Manage travel checklist: Passport / visas / tickets / accommodation / currency / travel insurance / itinerary, etc
• All travels tbe added tcalendar and My Workspace
• Professional Accreditation
• SACAP
• IID

Payments & Slips

• Invoices tbe paid – print for director sign-off and tFinance for payment.
• Credit Card slips and Garage slips. Collect every Monday morning, scan and save copy. Sending tFinance.

General

• Thorough knowledge of and compliance with all ARRCC procedures and standards.
• Contribute, support or otherwise assist staff with administrative and support tasks, as and when required
• Management of New Project Enquiries and their documentation.
• Management of leads.
• New Staff – co-ordinate with HR.

Essential Skills and Criteria

• Exceptional level of accuracy and attention tdetail.
• Excellent verbal and written communication skills – articulate and diplomatic. Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities.
• Excellent knowledge of the Microsoft Office Suite
• Able twork without supervision and ttake initiative in response tinstruction and demonstrate a proactive approach tdaily tasks
• Able tbuild good relationships at all levels, internally and externally and the ability twork well in a team.
• Excellent organisational and time management skills
• Ability tremain calm, multitask and work under deadline driven pressure.
• Able tmanage sensitive and sometimes confidential information
• Appreciation of, and commitment tthe business of the Practice
• Languages (other than English and Afrikaans)

Behavioural Criteria

• Flexible attitude
• Able tdemonstrate a high degree of professionalism and confidentiality
• Ability tdeal with high profile clients.

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JOB SUMMARY:

• The primary function of this role is to provide high-level administrative support to the Procurement Department. An Interior Design or Design related background would be advantageous.

RESPONSIBILITIES

• Local and International Suppliers Relations and Development
• Supplier Library Management
• Quotation Requests, Comparisons, Tenders, Alternatives Sourcing
• Briefing of Manufacturers, Quality control of items in manufacture
• Installation team planning (Local and International), Installation Kit collation
• Monitoring and preparing Procurement & Installation Programmes
• Carry out weekly progress inspections weekly for all goods in production
• Set up & check production progress folder structures, to ensure all references, approved samples, final shop drawings & images are saved correctly
• Issue formal order mails for all local custom items, including final completion dates and arranging scheduled inspections
• Track all orders from purchase order confirmation, through to completion & delivery to site/ final destination
• Preparation of Master Order Tracking Sheet for all P&L Projects
• Preparation of Client Delivery Schedules
• Update Order Tracking Master Doc & Delivery Schedules according to all cost/ quote updates captured
• Control of all P&L Projects approved sample selections
• Issue weekly production progress image reports to Project Manager’s for review & feedback
• Liaise with manufacturers to ensure all snag works are resolved, including problem solving where there may be production issues/ concerns
• Manage Quality Control of items in production
• Assist with elements of product development as and when necessary
• Checking quality and accuracy on all product orders, at the factory and on delivery
• Inspection of goods at storage or on site, packaging, labelling
• Monitoring order progress and controlling payment run
• Supplier Maintenance Manuals for Client handovers
• Reviewing OSFP and issuing feedback to Finance Department for payment
• Arranging for all furniture deliveries either to site or storage, the tracking and recording thereof
• Oversee deliveries & installations
• Assisting JPMS, SPMS and Photographers with Media Shoots of completed projects
• Sit in on meetings with Suppliers/ Clients with Project Managers
• Assist with team filling when required

ESSENTIAL SKILLS AND CRITERIA

• Must reside in Cape Town, with valid driver’s license and own vehicle.
• Must have camera/camera phone to take clear, good quality production progress images
• Exceptional level of accuracy and attention to detail.
• Discretion and confidentiality are essential to the role.
• Excellent knowledge of the Microsoft Office Suite
• Ability to remain calm, multitask and work under deadline driven pressure.
• Ability to build good relationships at all levels and the ability to work well in a team.
• Excellent organisational skills
• Able to manage sensitive and confidential information
• Able to work without supervision, to use initiative and be proactive while working within a team
• Ability to prioritise and manage own workload amidst conflicting demands and busy work periods.
• There will occasionally be a requirement to work additional hours which may include weekends.
• Able to demonstrate a high degree of professionalism

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• Primarily this role is to support the Senior Designers and Project Architects and to collaborate with the project teams and directors to produce design and technical documentation from concept through to completion.
• The ideal candidate will understand the various production & interaction processes, be able to coordinate with external parties (be they colleagues, clients, suppliers or service providers), and be able to manage one to two projects within tight deadlines. They must have a strong knowledge of and working experience in Revit, Lumion and Auto-Cad.
• They are approachable, performance-based, talented and organized individuals. They will be able to comfortably work both independently and within teams and are confident collaborating within the office.

RESPONSIBILITIES

• Understand the interior design of ARRCC projects working both independently and within project teams.
• Thorough knowledge of and compliance with all ARRCC systems, standards and procedures.
• Able to work within a structured document management system
• Assist in the preparation, and develop, drawings, images, presentations, renders and other documents relating to the project.
• Assist in the resolution of detailing and technical issues in line with the project’s design agenda.
• Assist with the development of the design and the project with input from directors/associates in charge for key project stages.
• To liaise, where appropriate, with members of the external design team and associated organizations or companies.
• Ensure all project deliverables and deadlines are met.
• Working with 3D artists to produce CGI realistic renders (sending of finishes / lighting / design, etc.)
• Collaboration with ID and SAOTA.
• Site visits and assistance on local projects.
• Assist with project admin – Client Meeting Minutes, filing respective contractor info / correspondence

ESSENTIAL SKILLS AND CRITERIA

• National diploma in Interior Design or equivalent.
• Strong working experience in Revit, Lumion, AutoCAD and Photoshop.
• 0 - 4 years’ work experience.
• Project experience: Minimum of one project type with involvement in min 3 stages of project scope.
• Ability to work in a complex multi-cultural environment.
• Working knowledge of Microsoft Office suite.
• Working Knowledge of Revit, AutoCAD, Adobe Suite & Lumion.
• Ability to understand and formulate design concepts and present to seniors for discussion.
• Ability to accurately understand and interpret instructions.
• The ability to learn and demonstrate creative problem-solving skills.
• Able to achieve deadlines and give regular updates on progress.
• High levels of communication and easy to work with. Clear and concise thinker.
• Demonstrate initiative and be pro-active towards daily tasks.
• Able to build good relationships at all levels both internally and externally.
• Due to the nature of the position there will be a requirement to work additional hours as necessary, this may include weekends occasionally and occasional domestic and international travelling.

BEHAVIOURAL CRITERIA

• Flexible attitude.
• Able to demonstrate a high degree of professionalism.
• Methodical, accurate and consistent attention to detail.
• Strong sense of responsibility and accountability.
• Efficient, resourceful and works SMART.
• Self-motivated and able to take responsibility.
• Able to remain calm and work in pressurized environments.
• Enthusiastic and positive attitude towards personal growth and development in the company.