Project Administrator

Zaha Hadid Architects
Location: London, UK
Added on: 14 Apr 2024, Job offer expires on: 30 Jun 2024

Zaha Hadid Architects is seeking a project administrator to join its team in London.


At Zaha Hadid Architects, we are seeking a project administrator to join our London team on a permanent contract. The purpose of the role is to be responsible for providing administrative services and support to junior and senior members of the Project teams.

General day-to-day tasks:

  • diary coordination, arranging internal and external client meetings and site visits (sending Outlook invites and travel arrangements)
  • provide administrative support to project directors/senior staff within the team and the cluster
  • filtering queries, developing a sound understanding of their requirements and responding accordingly
  • coordinate travel and all bookings whilst ensuring authorisation from general management for members of the cluster
  • liaising with the accounts departments for the preparation of cost – finance related documents: invoices, fee proposals, contracts, management accounts, etc.
  • assist directors and associate directors with expenses

Main responsibilities:

  • provide ad hoc administrative support to the project architects and relevant teams
  • check timesheets and assist with the allocation of project resourcing
  • liaise with accounts and other departments on behalf of the cluster and staff
  • assist with project submissions when required
  • formal correspondence and liaise with clients/consultants
  • coordinate travel booking for the team including international visas
  • assist with project invoicing and staff planning as directed
  • assist project leaders and update project related information on workspace
  • liaise with the new business team for new project proposals, conferences and speaking engagement inquiries
  • coordinate and arrange shipping of project documents and materials
  • set-up meetings, design review events and conference calls. Send invites and prepare documents/agendas where necessary
  • liaise with the facilities team for desk booking, stationary and other office management items
  • cover other administrators’ holidays/sickness
  • liaise with IT for computer problems, upgrades and queries
  • liaise with reception for meeting room booking, post and couriers
  • liaise with people and talent for new starters, interviews etc.
  • organise annual staff appraisals for the cluster
  • organise document translations where needed
  • helping organise refreshments with occasional assistance in preparation for cluster or team events
  • liaise with other project administrators when required within the practice in London and other offices

Skills required:

  • excellent communication skills both oral and formal letter writing skills
  • excellent interpersonal skills
  • good IT skills including Excel and Outlook
  • ability to prioritise and plan effectively
  • highly organised, especially when dealing with a constantly changing environment
  • diplomacy, professionalism and tact for a wide variety of situations and personalities
  • discretion and trustworthiness as you will have access to confidential information

Why us?


  • private medical insurance with AXA PPP healthcare (fully funded by ZHA)
  • Bupa dental insurance scheme (at a reduced rate for ZHA employees)
  • holiday purchase scheme (up to five days per year)
  • yoga and meditation classes at the London office every other Tuesday
  • generous return-to-work support scheme for colleagues returning from maternity leave
  • refer a friend Sscheme
  • hybrid/flexible working options (depending on job role)

Note: T&C’s may apply

About us

We work at all scales and in all sectors. We create transformative cultural, corporate, residential and other spaces that work in synchronicity with their surroundings.

Zaha Hadid, founding partner of Zaha Hadid Architects, was awarded the Pritzker Architecture Prize in 2004 and is internationally known for her built, theoretical and academic work. Each of her dynamic and innovative projects builds on over thirty years of revolutionary experimentation and research in the interrelated fields of urbanism, architecture and design.

Working with senior office partner Patrik Schumacher, Hadid’s interest is in the rigorous interface between architecture, landscape, and geology as the practice integrates natural topography and human-made systems that lead to experimentation with cutting-edge technologies. Such a process often results in unexpected and dynamic architectural forms.

This job was added under Architect category

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