Office Manager (Maternity Cover – 14 months)

Thomas Robinson Architects; Scotland; Remote; GBP 30,000 - 42,000; Part time

Job summary

Thomas Robinson Architects seeks an organised Office Manager for a 14-month maternity cover in Scotland. The role supports office administration, HR, facilities, and financial tasks, ensuring smooth day-to-day operations for directors and the team.

You will manage HR admin, invoices, memberships, supplier records and timesheet processes, with training provided for project management software. This is a fully office-based role requiring commuting to the studio.

Qualifications

• Experience in a similar role; at least five years in an office setting preferred.
• Proficiency in Office 365, especially Excel, and ability to navigate financial and project management software.

Responsibilities

• Oversee routine office management and HR admin; support policies and procedures.
• Coordinate leaves, track invoices, and manage supplier records and service contracts.
• Administer memberships (RIAS, RIBA, NBS, TAG) and assist with insurance arrangements.
• Provide diary and administrative support to directors; learn project management software.
• Monitor timesheets and assist Head of Finance with month-end targets.
• Plan and coordinate practice social events.

Skills

Office management

Excel

Time management

Communication

Education

Office experience requirement

Tools

Office 365

Project management software

Accounting software

Job description

Office Manager (Maternity Cover – 14 months)

13 October 2026

About us

Thomas Robinson Architects is a thriving architectural practice working across Scotland, delivering exceptional designs and innovative solutions. We are looking for a proactive and detail-oriented Office Manager to join our unique team on a temporary basis of 14 months.

The Office Manager is responsible for the efficient day-to-day operation of the practice. The role provides coordinated support across office administration, people processes, facilities, business systems and routine financial management, helping the directors and wider team work effectively.

The role

Practice and Office Management

• Oversee routine HR administration and support the consistent application of practice policies and procedures.
• Monitor shared office inboxes, directing enquiries and ensuring matters are followed up promptly.
• Coordinate annual leave requests, balancing staff availability with operational requirements.
• Manage office supplies and maintain accurate supplier and contact records.
• Coordinate utilities and service contracts, including provider details, key terms and renewal dates.
• Oversee office facilities and associated maintenance and support services.
• Manage software requirements and maintain records of suppliers, licences and renewal dates.
• Administer professional memberships, including RIAS, RIBA, NBS and TAG.
• Coordinate the practice’s insurance arrangements, including professional indemnity and contents cover.
• Provide administrative and diary support to the directors.
• Confidently navigate our project management software – full training will be provided.
• Support Project Architects in preparing SCA appointment documents.
• Monitor timesheet submissions and ensure deadlines set by the Head of Finance are met.
• Plan and coordinate practice social events.

Financial Administration and Reporting

• Maintain workload planning spreadsheet and ensure information remains current.
• Update resourcing data and record agreed month-end targets.
• Prepare and maintain the team working days spreadsheet.
• Identify missing financial documentation and provide it promptly to the bookkeeper.
• Maintain accurate P&M records.
• Keep the project variation tracker up to date.
• Maintain fee-status and project-tracking information.
• Prepare invoice forecasts for review by Team Leaders.
• Prepare and issue invoices.

What we're looking for

We’re seeking a candidate who brings the right skills and a great attitude to the team:

• Experience: Previous experience in a similar role is desirable, with at least five years in an office setting preferred.
• Tech-Savviness: Proficiency in Office 365, particularly Excel, and the ability to navigate various different financial and project management software’s with ease.

Details

• Hours: 22.5 – 30 hours per week
• Salary:Competitive / dependent on experience
• Start date: To be agreed

Why Join Us?

At TRA, we pride ourselves on fostering a collaborative and innovative work environment. Joining our team means you’ll play a vital role in shaping the future of a practice that has a passion for design and people.

• A cover letter explaining why you would like to apply for this role.
• Your CV.

Things to note:

• As part of the selection process, we will also ask you to undertake a lightweight Management Styles quiz.
• This is a fully office-based role, and you must be able to commute by car to G63 0EU.
• Full training on the RIBA (Royal Institute of British Architects) project process and fee structure will be provided.