Resource Centre Librarian

At SAOTA, we create some of the world's most iconic architecture and interiors. Behind every exceptional project is a finely tuned support system and our Resource Centre plays a vital role in enabling our design teams to do their best work.

SAOTA is seeking a highly organised and detail driven Resource Centre Librarian to manage and maintain the firm's physical and digital sample libraries. This role is central to ensuring that material resources are accurate, current, well organised, and aligned with the evolving needs of the design teams.

The successful candidate will play a key role in library management, manufacturer engagement, logistics coordination, reporting, and administrative support, contributing to the smooth and efficient operation of the Resource Centre.

The Resource Centre Librarian is responsible for the day to day management of both physical and digital sample libraries. This includes cataloguing, auditing, booking control, and ensuring high quality documentation and reporting. The role also involves liaising with manufacturers, managing shipping and logistics for all sample movements, and providing administrative support to the Resource Centre Supervisor.

• Maintain, organise, and update physical and digital sample libraries
• Catalogue samples accurately on SharePoint, ensuring consistent and reliable metadata across systems
• Label samples once information is uploaded to SharePoint
• Manage the sample booking procedure, including follow up systems for overdue samples
• Conduct regular audits and track sample quantities and ongoing relevance
• Liaise with manufacturers to request samples and keep manufacturer information up to date
• Keep library displays tidy, visually appealing, and aligned with internal design standards
• Support design teams by locating materials efficiently and providing accurate material information
• Coordinate the removal of damaged or outdated samples
• Assist in improving library workflows, systems, and overall user experience

• Respond to new manufacturers contacting SAOTA/ARRCC, verify relevance, file correspondence, and coordinate next steps
• Perform general filing, including sample invoices, shipment documentation, and correspondence
• Compile PowerBI reports related to sample audits, sample procurement, and library usage and performance
• Liaise with couriers for all incoming and outgoing sample shipments, ensuring accurate tracking and delivery coordination
• Provide administrative support to the Resource Centre team as required

• Minimum of three years' experience in an administrative role
• Exceptional accuracy and attention to detail
• Fluency in written and spoken English, with strong spelling, grammar, and proofreading skills
• Excellent proficiency in the Microsoft Office Suite, particularly Excel and PowerPoint
• Proficiency in SharePoint
• Ability to remain calm, multitask effectively, and perform under deadline driven pressure
• Strong interpersonal skills, with the ability to build relationships across all levels and collaborate effectively within a team
• Excellent organisational and time management skills
• Proven ability to work independently, take initiative, and contribute proactively in a team environment
• Ability to handle sensitive and confidential information with discretion

• Familiarity with the construction industry
• Experience with physical and electronic document management systems

• Flexible and adaptable approach to work
• Consistently demonstrates a high level of professionalism

This role offers the opportunity to work at the heart of a design led architectural practice, supporting design excellence through structured systems, accurate information, and efficient resource management. It is well suited to a senior administrator who enjoys working with both people and systems in a fast paced, detail focused environment.