Finding Infinity is a creative and technical environmental consultancy; providing unique and bespoke advice to assist clients in minimising their environmental impact and operational expenses simultaneously via the most financially viable pathway. Working on small scale and large scale projects, locally and internationally, we focus on ambitious targets and find pragmatic and creative methods of achieving them.

We are looking for a new studio manager. The role involves a combination of HR, office admin and building office culture.

The job is based in our shared brand new office space in Richmond. Working in the office is encouraged due to the nature of the role.

We are open to full time arrangements or part time to a minimum of 0.6 FTE.

Job description

Studio Management:

• General HR - pay, leave administration etc
• Assist with the hiring and onboarding of new staff
• Building office culture
• Plan projects in project management software with key milestones and ensure that this is always current and that the team understands tasks and deadlines
• Regularly check in with staff members - to keep up to date on deadlines, issues
• Manage team workflow such as allocating resources and capacity planning for all projects
• Improve on current project management systems, and work towards automation of relevant processes
• Provide fortnightly update of resources, status of invoices, fees, deadlines etc
• Oversee and develop office processes and project management systems
• Run weekly team meeting
• Allocating team member ToDo’s in project management software
• Adding new projects to project management software, internal communications channels & Dropbox as required
• General project oversight - ensuring deadlines are met and reviews are complete before issuing
• Maintain workflow system to ensure minutes are taken for project meetings and shared
• Establish and maintain QA process on projects (reviews at 10%, 50%, 90% 100% etc)
• Ensure internal project workshops (informal) are happening on projects to foster collaboration and share learnings
• Internal Project briefing - Ensure the task, deliverables and due date are all 100% clear.

Proposals / Contracts:

• Prepare proposals
• Coordinate all bids / proposals with lead consultant
• Review sub consultant contracts (find and liaise with lawyer)

Invoicing:

• Monthly forecasting
• Monthly invoicing
• Follow up unpaid invoices
• Onboard new clients and projects to accounting / project management software
• Liaise with the bookkeeper/accountant as required