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 Go/No-Go; 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).

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.