Practice Coordinator

Paragon Architecture & Construction; Turves Green; On-site; GBP 28,000 - 36,000; Full time

Job summary

Paragon Architecture & Construction is seeking a highly organised Practice & Executive Coordinator to join our Birmingham-based team. You will provide proactive executive support to the CEO and Directors, manage diaries and meetings, and maintain accurate CRM and records across the practice.

This full-time, office-based role requires ownership, multi-priority tracking and proactive follow-through to keep operations efficient.

Qualifications

• Previous experience in an administrative, coordination, executive support or similar professional role.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Confidence working directly with senior colleagues.
• Ability to proactively follow up actions and manage competing priorities.
• Strong attention to detail and accuracy.
• Experience using CRM, project management or business administration systems.
• Good working knowledge of Microsoft 365.
• Professional judgement when handling confidential and commercially sensitive information.

Responsibilities

• Providing proactive executive and administrative support to the CEO and Directors.
• Coordinating diaries, meetings, actions and priorities.
• Maintaining accurate CRM, client and business records.
• Monitoring outstanding actions.
• Supporting project and client administration.
• Liaising with clients, consultants and external organisations.
• Supporting routine finance administration.
• Coordinating with external suppliers and professional partners.
• Maintaining organised digital project and practice records.
• Supporting events, awards and wider practice activities.
• Helping improve efficient administrative systems and processes.

Skills

Administrative experience

Executive support

Organisational skills

CRM experience

Tools

CRM systems

Microsoft 365

Project management tools

Job description

About Paragon

Paragon Architecture & Construction is a RIBA Chartered architectural practice based in Longbridge, Birmingham. We work across residential and commercial projects, providing architectural design, planning and construction consultancy services.

As our practice continues to grow, we are looking for a highly organised, proactive and commercially aware Practice & Executive Coordinator to join our team.

The Role

This is a varied business support role working closely with our Directors and Architectural team.

You will play an important part in keeping the day-to-day operation of the practice organised, responsive and efficient, while providing proactive executive support to the leadership team.

This role requires someone who is comfortable taking ownership, keeping track of multiple priorities and ensuring important actions are followed through without needing to be prompted.

Key responsibilities will include:

• Providing proactive executive and administrative support to the CEO and Directors


• Coordinating diaries, meetings, actions and priorities


• Maintaining accurate CRM, client and business records


• Monitoring outstanding actions


• Supporting project and client administration


• Liaising professionally with clients, consultants, local authorities and other external organisations


• Supporting routine finance administration


• Coordinating with external suppliers and professional partners


• Maintaining organised digital project and practice records


• Supporting events, awards and wider practice activities


• Helping maintain and improve efficient administrative systems and processes

About You

We are looking for someone who is proactive, dependable and exceptionally organised, with the confidence to work closely with senior colleagues in a busy professional environment.

You should have:

• Previous experience in an administrative, coordination, executive support or similar professional role


• Excellent organisational and time-management skills


• Strong written and verbal communication skills


• Confidence working directly with senior colleagues


• The ability to proactively follow up actions and manage competing priorities


• Strong attention to detail and accuracy


• Experience using CRM, project management or business administration systems


• Good working knowledge of Microsoft 365


• Professional judgement when handling confidential and commercially sensitive information


• A proactive approach to identifying more efficient ways of working

Experience within architecture, construction, property, surveying or another professional-services environment would be advantageous but is not essential. Experience in roles such as Practice Coordinator, Executive Assistant, Studio Coordinator, Operations Coordinator or Project Administrator would be particularly relevant.

Location

This is a full-time office-based position in Longbridge, Birmingham.

Our office is conveniently located opposite Longbridge railway station, providing excellent public transport connections for candidates travelling from Birmingham and the surrounding areas.

Please note: We are managing this recruitment process directly and are not seeking support from recruitment agencies at this time.