Key Responsibilities

1. Contracts Administration

Supporting the Team Lead across the commercial and contractual lifecycle of projects:

- Assist in the preparation of fee proposals, quotations, and manhours estimations using established firm templates

- Review, vet, and manage consultancy agreements, subconsultant contracts, and client-issued contracts - flagging discrepancies and coordinating amendments with the client

- Coordinate RFP and tender submissions: compile company registration documents, professional certificates, CVs, portfolios, and compliance documents to deadline

- Draft formal project correspondence, letters of appointment, and scope-to-team documents upon contract execution

- Maintain the client database and pipeline tracker monitor lead status and follow up on outstanding proposals under the Team Lead's direction

- Liaise in Mandarin (written and spoken) with Chinese-speaking clients, partners, and consultants on proposals, contract matters, and general project correspondence

- Support the Team Lead in preparing pre-meeting packs for Directors ahead of client trips, including project briefs, fee summaries, and portfolio materials

- Manage the rendering budget per project: coordinate Director approval with the Design team, and liaise with the Accounts team for payment

- Coordinate with the IT Administrator to assign project codes and set up project timesheets upon contract execution

2. Marketing & Communications

Taking ownership of the firm's external-facing brand activity across digital and print channels:

- Develop and manage a quarterly marketing calendar covering social media, award submissions, PR opportunities, portfolio updates, and industry events

- Plan, create and schedule content for Instagram and LinkedIn: project showcases, behind-the-scenes posts, award announcements, and thought leadership content - maintaining a consistent brand voice and visual identity

- Manage and coordinate website updates with the external web designer: brief the vendor on content changes, review outputs, and ensure new projects and information are reflected promptly

- Maintain and update the digital and print project portfolio: ensure all project pages are formatted to the current layout, photographs are high-resolution, and content is current

- Manage the award submissions pipeline: track deadlines across key industry awards (AHEAD, Hotel & Property Awards, and others), coordinate submission content with Design Team Leaders, and prepare final packages for Director approval

- Respond to and coordinate media and PR requests: liaise with editors and publications, coordinate feature content with Directors, and file all published press coverage on the shared drive

- Coordinate project photography upon completion: liaise with photographers, brief on key shots, and ensure all images are archived correctly

- Manage e-publication distributions via Mailchimp or equivalent: propose content, design, obtain Director approval, and dispatch

3. Client & Stakeholder Engagement

- Serve as a professional first point of contact for new business enquiries: respond promptly, gather brief information, and route to the Team Lead and Directors

- Build and maintain productive working relationships with clients, consultants, and partners, particularly across China and the broader Asia-Pacific region

- Prepare presentation materials, proposal packs, and background research ahead of client meetings and pitches

- Attend client calls and meetings as required prepare and circulate accurate minutes and follow-up action items

4. General Admin & Operations Support

As part of a lean admin team, you will contribute to the broader operational rhythm where needed:

- Monitor project timesheets on a monthly basis to track manhours utilised against each project's allocated manhours budget flag to the Team Lead where projects are at risk of overrun

- Coordinate with the Accounts team on billing instructions tied to contract milestones

- Maintain organised filing of all contracts, correspondence, and marketing materials on the shared server

- Support ad-hoc administrative requests from the Team Lead and Directors as they arise