Operations Coordinator
Bristol
Full-time
About the role
This is a key role within the head office team based in our Bristol, UK studio to support the management of high-profile design projects.
With a growing client-base, this role will provide essential support to our studios in Bristol, Los Angeles, New York City and San Francisco as well as other remote operations.
This position will be involved in all aspects of project mobilisation, reporting to and working closely with the Project Operations Manager. You will be liaising with Design Directors and Project Leads to develop and maintain billing schedules, quotations, forecasts, resource plans and scheduling.
The role is full-time, Monday – Friday, with core hours between 9am – 6pm with the ability to take occasional scheduled evening meeting calls due to time zone differences with other City ID studios.
Full training and support will be provided in all aspects of the role.
A detail-oriented coordinator with a strong appreciation for structured data and purpose-driven work.
You would be joining a multidisciplinary team of strategists, designers, and project specialists with a global reputation for enhancing the experience of cities, transit systems, and iconic destinations.
You will work within a highly experienced team that brings exceptional creative, technical, and operational expertise. We foster a dynamic and collaborative environment where curiosity, innovation, and rigour are encouraged.
This is an excellent opportunity for a diligent candidate with an appreciation of file management and workflow processes to contribute to a creative team united by the goal of delivering impactful international projects.
About you
We are seeking a dedicated and self-motivated person with 3+ years experience in project coordination, accountancy, financial or business administration.
We would like to meet candidates that have experience of building and maintaining spreadsheets, estimating, billing, invoicing systems, resource planning or operations administration.
In particular, we would be very keen to meet applicants that have a background in project coordination, estimating or administration in the built environment, planning or transport.
Key Responsibilities
Day-to-day liaison with the design team and internal stakeholders on project schedules, resourcing, billing and forecasting
Provide weekly team updates
Develop and maintain billing schedules, forecasts and costbooks
Generate invoices, update internal and client billing platforms
Produce accurate billing documentation
Maintain project compliance and insurance certificates
Handle ad-hoc requests from clients for rate schedules
Develop fee quotations and resource plans
General project and business administration
What we can offer you
Salary range of £30-45k DoE
22 days annual leave + 1 additional day for every year to a maximum of 30 days, plus bank holidays
Casual smart dress is business as usual
Secure indoor cycle parking
Option to join the company health scheme after probation period
Please note, for this role we can only consider candidates who are authorised to work in the UK
What we are looking for
Enjoys exploring complex problems, asks thoughtful questions and seeks better solutions
Takes ownership of tasks, accountability for outputs, values excellence and has high standards
Communicates clearly and honestly
Trusted with sensitive data
Motivated by impactful work
Approachable, supports team mates and contributes to a positive work environment
Essential experience and skills
Apple Mac OS
Adobe Acrobat
Microsoft Office Outlook, Excel, Word and Teams
Dropbox
Excellent written and verbal communication skills
Ability to identify priorities and work to deadlines
Desirable experience and skills
Adobe Creative Suite, in particular, InDesign
Xero accountancy platform
Miro or Figma
Interest or experience in the creative industries
Experience in US or international business operations
Background in accountancy, financial administration or as an estimator
City ID is an equal opportunity employer and is committed to ensuring all employees and qualified applicants for employment are provided with equal opportunities without regard to race, colour, national origin, ancestry, sex, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other characteristic protected by applicable laws.
If you are interested but unsure if you have what we are looking for please contact us.
To apply
Please email a Cover Letter and CV to info@cityid.com with ‘Operations Coordinator, your name’ as the subject.
We look forward to hearing from you.