JOB DESCRIPTION: MARKETING & SUBMISSIONS COORDINATOR MAIN PURPOSE OF ROLE Work with architects to create and coordinate the successful design of Tender or Pre- Qualification of submission documents, PowerPoint presentations for business development on time and to a high standard. To assist directors in the coordination and implementation of Marks Barfield Architects overall marketing and business development programme and activities to generate new and repeat business. KEY TASKS REPORTS, SUBMISSIONS, COMPETITIONS AND AWARDS Take a hands on coordination role in the preparation of tenders and Pre-Qualification submissions liaise with the appropriate, architects and consultants and manage others time Prepare new graphic layouts for bid submissions, design reports, design boards, displays, PowerPoint presentations Collate all relevant information and ensure it is easily available for bid management, including CVs, project information, company data, references etc. Drawing on prepared text submissions file, prepare relevant brochure or questionnaire in response to requirements of each brief Manage and collate all the submissions, electronic files and paper files (paper copy of all submissions) Obtain information about RIBA and other international competitions Liaise with about suitable competitions and awards to pursue Maintain awards submission list File all submissions in the appropriate folders PRESENTATION ASSISTANCE Create PowerPoint presentations for and for project teams when necessary Print out notes version of presentation to be taken to meetings Set up computer for presentations in the meeting room. 1
NEW BUSINESS ACTIVITY Provide support to implementation of new business initiatives programme through: Support for all business development initiatives Regularly update existing client contact list Organise participation in judging awards or events Coordinate The Practice s presence at exhibitions as required, including Royal Academy Summer Exhibition and MIPIM. Ensure business contacts are followed up, and opportunities are explored by directors Work with the on researching potential clients in the relevant sectors Ensure existing client contact is maintained by directors MARKETING MATERIALS Update and maintain website with latest news, projects, images, personnel etc. Create new marketing materials as required, including brochures, project leaflets, design boards, other marketing collateral Co-ordinate all printed information related to MBA are up to date Update marketing materials for i360 / tower / wheel attractions Plan and prepare and send out New Year/Christmas cards Liaise with printers and photographers Press and Publications Liaise with publishers and journalists as and when required Send out images and information to individuals, press and the public when required Maintain press inquiry log at time of press release Maintain press and marketing contact list News Alert (Co-ordinate MBA Internet News Alert and ensure it is regularly updated) Liaise with printers and photographers for all Practice stationery: Coordinate printing of Postcards, Business cards, Letterhead, Comps slips, etc. Liaise with directors and architects for project sheet updates Update sector brochures and other material preparation as required Update and monitor maintenance of all existing marketing materials, including curricula vitae, project information, company data, references etc Compile new MBA brochures as required 2
Design Quality Contribute to and guard The Practice's reputation for creative design through submissions Create high quality design using InDesign, Photoshop and Illustrator OFFICE ADMINISTRATION Administration and office responsibilities: Shared Responsibility: Preparing Monday office lunch Meeting and Greeting visitors Making tea and coffee for meetings Answering the phone/taking messages/screening calls Unload dishwasher in the morning Keep office tidy Managing archives and storage Filing Dealing with printer - break downs, ordering toner Additional: Assisting architects with project admin: scanning/copying/binding/printing Dealing with incoming morning post Booking travel/taxi s for Architects Updating & adding new contacts to the database Keeping policies and manuals up to date Keeping magazines in order Keeping staff contact sheet and images up to date Booking couriers Mayor of London Green Procurement Code Membership keeping logs of all sustainability updates and purchases Dealing with outgoing post Other / IT Liaise with IT consultants, EC2-IT as and when required. Change back-up tapes each night 3
EVENTS Organise Practice events, including office trips, outings, parties / celebrations and lectures Organise client London Eye spins, lunches, dinners etc. under the direction of the LONDON EYE TICKET MANAGEMENT Maintain ticket log, updating when new tickets arrive + when tickets are sent out Send out tickets under instruction from David or Julia Store tickets within safe Experience/Expertise: Determined and resourceful, experience within a creative services environment. An interest and experience in architecture, design and construction is desirable, as is knowledge of graphic design and excellent visual presentation skills. Must have a good eye for graphic layout and formatting. Personal Qualities A team player, helping out and multi tasking on a variety of areas. Ability to liaise confidently at all levels within the practice, with other consultants and with prospective clients. Excellent communication and writing skills. Intelligence, drive, initiative, resourcefulness. Excellent organisational skills. Ability to deliver to tight deadlines and produce high quality work under pressure. Attention to detail. Positive outlook. Strong personality with confidence. 4
Working Hours: 9.00am 6.00pm Reporting to Key relationships Admin Team 5