JOIN OUR LANDSCAPE DESIGN AND HORTICULTURE STUDIO AND KEEP OUR STUDIO HUMMING BEHIND THE SCENES
We're a Melbourne based landscape architecture and horticulture studio creating calm, considered gardens that connect people to place. Our work spans residential, commercial and multi-residential projects with refined, nature-led designs that focus on lasting spaces that fit seamlessly into their surroundings.
We are a tight knit team with a focus on collaboration, mentorship and connection.
ABOUT THE ROLE
You'll be the calm engine that keeps our studio running. Day to day, you'll support our team across project delivery, client communication and studio operations — ensuring nothing falls through the cracks and every touchpoint feels polished.
This is a role for someone who anticipates needs before they arise, communicates with clarity and warmth and takes genuine pride in a well-run ship.
We are looking for 4 days part time with flexible hours on site in our Richmond studio.
WHAT YOU'LL DO
* Coordinate project timelines, deadlines and deliverables across multiple work streams
* Manage client-facing communications with professionalism and care
* Maintain studio systems, workflows and internal processes so the team can focus on creative work
* Handle scheduling and ad hoc studio administration
* Support onboarding of new projects, briefs and supplier relationships
* You'll report to the Leadership Team
GENERAL ROLES AND RESPONSIBILITIES
Diary Management
* Schedule client meetings and manage multiple team calendars
* Book and manage all travel requirements for the Director and leadership team
* Book, manage and oversee all hire car bookings for design and horticulture team
Phone Management
* Handle incoming office calls and direct them to the appropriate team members
* Provide information to clients about Phillip Withers services and processes
* Manage and respond to voicemails
* Review and manage phone systems, operations and billings
* Respond to incoming studio mailbox and communicate with various stakeholders
* Oversee management of all email accounts and transfer data where required
* Update policies and procedures around email use, storage, platforms and subscriptions as directed by leadership team
Leads and Consulting
* Respond and record new design leads
* Schedule and confirm design and horticulture consultations between stakeholders
* Maintain constant communication with managers, staff and consultants to ensure efficient operations of the company
Data Management
* Create new project client folders with essential information
* Obtain necessary documents (e.g., Dial Before You Dig, title certificates) for new projects
* Archive folders upon project completion
* Manage repairs and maintenance of office and amenities
* Coordinate with vendors, suppliers and contractors for office and amenities
* Manage meeting spaces to ensure appropriately set up prior to meetings
* Host clients when arriving to the studio and arrange catering when required
* Oversee health and safety requirements in line with OH&S policies
* Oversee First Aid and Fire Warden processes
* Develop and implement sustainable practices within the studio
* Planning of studio social events and implementing wellbeing initiatives
Design and Horticulture Quotations
* Prepare quotations and proposals in collaboration with leadership team
* Monitor and follow up on proposals in a timely manner
* Address client questions regarding proposals in consultation with the leadership team
* Update quotation templates to reflect industry trends, business budgets and goals
* Update proposal templates to reflect industry standards, legal requirements (as advised by company legal advice), company policies and procedures
People & Talent Coordination
* Coordinate the scheduling and onboarding of new staff, interns and students in accordance with company procedures
* Manage equipment, logistics and processes to support both onboarding and off boarding in line with company policies
Project Workflow Support
* Monitor project status and schedule presentations early to help lead designers
* Follow up on client feedback and ensure accurate record of all client interactions
Marketing Support
* Prepare content as required in collaboration with leadership team
* Upload content to social media in collaboration with leadership team
Qualifications
* 3+ years experience in a service-based business
* Experience in client-facing roles
* Experience in administration
* Experience within interior design, construction, property or a creative industry is preferred but not essential
* Proficiency in Adobe Suite
* Proficiency in Microsoft Office
* Ability to work both independently and collaboratively within a team
Skills and Attributes
* Exceptional presentation in how you communicate, how you work and how you show up
* Experience in a studio, agency or a creative environment
* Highly organised with strong attention to detail and an ability to juggle competing priorities
* A natural communicator who can hold relationships with both clients and staff
* Proactive, self-directed, and comfortable working without a script
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