Team Administrator

**Team Administrator

London**

About us

Hoare Lea is a human-centric and planet-conscious engineering consultancy. We offer intelligent and sustainable solutions to complex design challenges for the built environment throughout the UK and further afield.

We are committed to providing an environment where everyone can realise their unique potential. So, in joining Hoare Lea, you will experience a business that enriches your knowledge, supports your wellbeing, and welcomes your individuality. You’ll have the opportunity to participate in our 9-day fortnight scheme, thriving community groups, varied social and networking events, and extensive professional and technical development schemes. We also offer an extensive benefits package, including private medical cover, electric vehicle salary sacrifice scheme, stock options, and up to 30 days of annual leave.

Whatever your ambitions or circumstances, our aim is to enable everyone to develop their knowledge, give their best, and enjoy what they do.

About the role

We have a brand-new opportunity for a Team Administrator to join our London team and support our specialist groups.

As Team Coordinator you will provide essential administration support to our engineering teams within London. The role will also require you to provide PA to members of our Senior Leadership team. You will report to the Admin Team Leader but will enjoy autonomy and flexibility in workloads coming directly from all team members. You will have a good overview of the priorities of the wider office and support the Executive PA in the successful running of a busy office.

In this key and varied role, you can expect to:

• Provide administrative and PA support to our Specialist Groups, including team leaders and Directors as required.
• Organise meetings, liaising with all levels of clients and staff.
• Coordinate diaries using Microsoft Outlook.
• Daily reception cover, as required which includes morning and lunchtime cover, tasks comprised of managing all incoming calls, meeting and greeting visitors, meeting room management, monitoring and actioning reception inbox. Ad-hoc cover during periods of absence.
• Invoice approvals.
• Manage emails and calls, actioning as appropriate.
• Update and maintain group CVs for use in tender documents.
• Assist with new employee inductions, liaising with Team Leaders as necessary.
• Support with travel arrangements to include trains, flights, and accommodation.
• Help prepare letters, fee proposals, capability statements, presentations, reports, and schedules ensuring they are formatted to the Hoare Lea brand. Documents can be large and complex and can involve working to tight deadlines.
• Assist the Executive PA in the execution of her duties as and when required.
• Set up enquires & folders.
• Raise POs for all specialist BU.
• Support with the coordination and management of CPD’s.
• Answer overflow calls from reception during busy periods.
• Complete timesheets and assist with completion of expenses & credit card.

About you

To be successful in this role you’ll need:

• Strong organisational skills and the ability to multi-task are essential.
• Excellent communication and interpersonal skills and be confident communicating with people at all levels to enable you to build good working relationships with all those around you.
• As happy working on your own initiative as you are following directions.
• Working as part of a team, you’ll have the ability to manage expectations and seek help when required.
• First Aid and Fire Marshall desirable (training to be provided).
• A good working knowledge of Word, Excel, PowerPoint and Outlook is essential.

How to apply

To apply simply complete a CV profile and submit your application.

If shortlisted, one of our recruitment team will be in touch to arrange a introductory call (about 30 minutes) to discuss the role and your experience in more detail. From there, successful candidates will be invited to attend a panel interview, either via Microsoft Teams or in person at one of our offices.

Adjustments and accommodations

If there are adjustments or accommodations that we can put in place to help you participate and give your best at any stage of the recruitment process (whether relating to disability, neurodivergence or anything else) please let us know.

Data privacy

We have updated our terms and conditions for candidates, click here to find out more.

Recruitment agencies

We have a Preferred Supplier List of trusted partners who assist us when required. We do not acknowledge speculative CVs or unsolicited candidate introductions from agencies not on the list.

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