ARRCC

Executive Assistant

• Proactive diary and inbox management, including scheduling, meeting prep, and confidential correspondence
• Coordination of internal and external meetings, events, and recurring activities
• Managing action list and time sheets
• Handling sensitive personal matters with the utmost discretion
• Management of book orders, subscriptions, and industry memberships (e.g., SACAP, SAIA, IID)
• Drafting and formatting documents, reports, and fee proposals
• Maintaining project initiation trackers and statistical reports (via Deltek Vision)
• Managing CPD points and professional registrations
• Organising complex travel itineraries, accommodation, and cost allocations
• Filing and managing digital mailboxes and internal systems
• Liaising with HR, Finance, and external consultants where necessary

Personal Assistant, Principal – Group Leader

• Proactive diary and inbox management, including scheduling, meeting prep, and confidential correspondence
• Coordination of internal and external meetings, events, and recurring activities
• Managing Director's action list and time sheets
• Handling sensitive personal matters with the utmost discretion
• Management of book orders, subscriptions, and industry memberships (e.g., SACAP, SAIA, IID)
• Drafting and formatting documents, reports, and fee proposals
• Maintaining project initiation trackers and statistical reports (via Deltek Vision)
• Managing Director’s CPD points and professional registrations
• Organising complex travel itineraries, accommodation, and cost allocations
• Filing and managing digital mailboxes and internal systems
• Liaising with HR, Finance, and external consultants where necessary

Personal Assistant

Procurement

• Manage the Costing Function: prepare costing sheets, quotes, and orders
• Set up accurate project costing sheets in line with new project requirements and resolve queries with Project Managers
• Prepare accurate Client Quotes and flag special project requirements to Procurement Coordinator
• Liaise with manufacturers and suppliers to request information, quotes, prices, and invoices
• Assist with mark-up structures and supplier pricelists
• Carry out Project Orders Reconciliation and request tax invoices for Finance
• Attend supplier and client meetings with Project Managers and provide meeting minutes
• Prepare quotation requests, conduct cost comparisons, and source alternatives
• Support staff with administrative tasks and prepare new purchase orders and supplier invoice requests for Finance
• Assist with building and maintaining a standardised supplier pricing database and cost comparison tools
• Prepare project delivery schedules based on order confirmations and supplier lead times
• Review PM project registers for administrative errors and review project order frameworks and supplier locations prior to quoting
• Assist in reviewing final client quotes and the Interior Cost Summary (ICS) prior to client issue
• Develop support tools for PMs (e.g., draft mails detailing ICS balances)
• Support order requests, project expense checks, monthly reconciliations, and closing disbursements
• Build strong relationships with local and international suppliers and assist with compiling project cost estimates

Procurement Administrator

Administration

• Manage and maintain Sub-Team Leaders’ appointment schedules; ensure awareness of meetings, conferences, and travel; follow up with team members for required information; set up cyclical/recurring meetings; screen calls; type documents; take meeting minutes
• File and manage electronic mailboxes and set up/administer generic email responses; create and maintain administrative databases and documentation (project Care & Maintenance Manuals, supplier library, supplier database); manage Vantage system updates (vendors, contacts, opportunities, and projects)
• Support with timesheet follow-up, overtime monitoring, approvals, and weekly reports; handle travel management, forex arrangements, and preparation of travel/installation/presentation packs; arrange boardrooms for conference calls, client visits, itineraries, and hospitality
• Ensure compliance with ARRCC procedures and support in maintaining corporate standards and image; provide occasional support with personal matters when required
• Update templates and oversee adherence to office policies and procedures; create and maintain deliverables, programs, and calendars; manage SACAP/IID compliance including CPD points allocation, annual fee reminders, and action list follow-ups
• Assist with RFPs (rates and overviews), fee proposals, project and resource planning; liaise with Finance to coordinate annual forecasts

Personal Assistant, Principal – Group Leader

Personal Assistant

Procurement Administrator

Team Administrator