Senior Team Administrator – London

Responsibilities

• Act as the main point of contact for all administrative tasks following the company processes
• Creation and management of team collaboration Microsoft Teams channels using standard folder structure
• Checking of documentation to ensure QA procedures are met, raising any inconsistencies and correcting as appropriate
• Support team QA compliance and document filing
• Assist with the completion of expenses and timesheets on behalf of the team as required
• Arranging internal, external and online meetings for the team, including arranging meeting room bookings and catering as required
• Administration of holiday leave for the team
• Arranging domestic and international travel, preparation of itineraries and insurance following the company travel policy
• Assistance with onboarding and off‑boarding of team members
• Compilation and formatting of specifications, reports, presentations etc (including Board and Management team reports) using company templates, and timely processing of general correspondence
• Taking minutes/actions at team and other adhoc meetings as required, and following up to ensure actions are closed
• Ensuring the management team is well prepared for meetings and has necessary documentation and briefing papers
• Liaising with clients and external visitors, including arranging business development and project related meetings, welcoming, and looking after visitors for in‑person meetings
• Coordination of NDAs, Sub‑Consultancy Agreements and Client Contracts via DocuSign for the team, following process to align with legal team requirements
• Undertake necessary compliance checks with onboarding suppliers and clients
• Assisting with the arrangement, coordination, and follow‑up of sector/team management meetings and team events
• Communication with the team to update them on company updates and processes via 1:1 meetings or team meetings
• PA support to the management team as required, including diary management and inbox management
• Conduct research into specific matters as required and report findings
• Support conference and client event management activities
• Support Ethics and Risk compliance processes and preparation of necessary paperwork
• Provide mentoring and guidance to Team Administrators
• Attendance and participation at the Global and Europe Admin Team meetings
• Holiday cover for other admin team members, i.e. helping to cover the Office Manager in their absence
• Ad hoc admin support tasks, including becoming an Admin Champion for a specific area
• Assisting with keeping bid library relevant to the sector up to date
• Responsible for setting up all enquiries and projects following company process, and communicating the details to the project team
• Assisting with the coordination of RFPs/PQQs/Tenders working with the project management team, liaising with relevant departments and updating the master tender document
• Assist Project Manager with drafting and completion of the Project Management Workbook, including initial project and team information; drafting of GoNoGo; scheduling and follow‑up of project kick‑off; reviewing project milestones; scheduling technical reviews; lessons learnt and project close‑out
• Assist Project Manager with preparing for Risk Management Committee meetings
• Creation of project case studies in line with company branding
• Liaise with external project team stakeholders regarding meetings, contracts, purchase orders, and deadlines
• Assist project management team with ensuring all commercial aspects of the project are monitored and completed in line with Delegation of Authority and Project Delivery Process
• Drafting Sub‑Consultancy Agreements and Cross‑Sector work orders
• Attend project QA audits and ensure any actions are completed in a timely manner
• Assisting with engineer site activities (risk assessment, method statements, PPE)
• Provide mentoring and guidance to Project Team Administrator

Qualifications

• Previous experience in a Project Team Assistant or Personal Assistant role supporting management team level
• Previous experience in supporting the compilation of complex bid and pre‑qualification tenders (desirable)
• Previous experience working in a busy office environment within the consultancy sector (desirable)
• Proficient in managing and organising busy and complex diary and travel arrangements
• Proven experience operating in a structured and process‑orientated environment
• Possess exemplary time management, multi‑tasking and organisational skills while able to work independently
• Good organisational skills
• Ability to prioritise own workload
• Accuracy and excellent attention to detail
• Hours flexibility (able to carry out overtime at short notice)
• Excellent interpersonal and communication skills, both orally and written
• Ability to delegate and mentor junior members of the team
• Ability to work to tight deadlines
• Excellent knowledge of Microsoft Office 365 suite (Word, PowerPoint, Excel, Outlook, Teams) – essential
• Knowledge of G‑Suite (desirable)
• Knowledge of Salesforce, Planisware, Temis and Solar Winds ARM (desirable)
• Knowledge of DocuSign (desirable)
• Excellent team player
• Understanding of engineering terms (desirable)
• Good understanding of international working and business operations of a global consultancy (desirable)
• Understanding and previous experience of ISO 9001 and ISO 14001 Quality Assurance Processes (desirable)
• This role will ideally suit those with the right to live and work in the UK without restrictions

Benefits

• 23 days annual leave rising to 28 days over five years of service
• Holiday purchase and buy‑back scheme
• Hybrid working arrangements
• Contributory company pension scheme
• Healthcare scheme (company‑funded cover is dependent on level)
• Non‑contractual bonus awards
• Training sponsorship
• Charity volunteering leave
• Wellness days and initiatives
• Salary commensurate with experience
• Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders
• We offer a comprehensive benefits package and are an equal opportunities employer

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