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- Tasks: Provide PA and administrative support to engineering teams, managing high-volume inboxes and organising meetings.
- Company: Join Hoare Lea, a human-centric and planet-conscious engineering consultancy.
- Benefits: Enjoy competitive salary, private medical cover, electric vehicle scheme, and up to 30 days annual leave.
- Why this job: Be part of a passionate team making a real impact in sustainable engineering.
- Qualifications: Strong communication skills, organisational abilities, and proficiency in Microsoft Office required.
- Other info: Dynamic work environment with opportunities for professional development and a supportive team culture.
The predicted salary is between 30000 - 42000 £ per year.
Cardiff, CF23 8RD GB
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 provide a wide range of engineering and consultancy services, including acoustics, air quality, building services (MEP), fire, lighting, security and sustainability to name but a few. Together, our highly skilled teams use technical expertise and problem-solving skills to bring buildings to life. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves. We are as 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 an exciting opportunity for a PA/Administrator to join a passionate team of award-winning professionals at Hoare Lea, whose responsibilities will include both a personal assistant role to some of our directors and providing high-quality administrative support to the team, with a strong focus on managing and actioning high-volume inboxes. This role supports directors and engineering/consulting teams (MEP, Sustainability and Operational Assets) rather than traditional reception/front of house duties. This role is based in our Cardiff office, but you will be joining a friendly admin team who are predominantly based in our Bristol office. The Southwest admin team is responsible for providing extensive administrative support to our engineers in the Southwest Business Unit based in Bristol and Cardiff.
Key Responsibilities
- Provide administrative and PA support to our MEP, Sustainability and Operational Assets engineers, including team leaders and Directors as required.
- Organise meetings, liaising with all levels of clients and staff.
- Liaise with team members over the phone, via email and Teams and action requests as appropriate.
- Assist with report updates as required. 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.
- Assist in arranging client meetings, liaising with all levels of clients and staff.
- Support with the management and coordination of diaries using Microsoft Outlook.
- Assist with 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 with the completion of expenses for the Directors.
- Answer overflow calls from the main Bristol reception at busy periods.
- Assist with organising marketing/business development functions and events.
- Support the Tetra Tech Business Coordinator with the effective running of our office and administrative duties, this might include organising catering, preparing drinks for meetings in the office, as and when required.
About you
- Ability to prioritise, organise and multi-task where necessary.
- Confident communicator in both written & verbal with strong interpersonal skills - must be able to deal with individuals at all levels.
- Ability to manage expectations.
- Good eye for detail, confident and able to gain respect quickly.
- PC/IT skills – excellent working knowledge of MS Office suite to include Microsoft Word, Excel, and PowerPoint; internet skills and email proficiency required.
- Reliable team member with flexible approach.
Additional information
The successful candidate will be a good ‘all-rounder’, and adaptable to the varying demands of the role. You will have excellent communication and interpersonal skills with the ability to deal with the needs of internal staff and external contacts; the ability to build relationships with a variety of personalities is essential. Strong organisational skills and the ability to multi-task with a calm manner will be key to your success. A positive disposition with an adaptable and willing attitude towards their working day is fundamental.
To apply simply complete a CV profile and submit your application. If shortlisted, one of our recruitment team will be in touch to arrange an 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
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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.
PA/Administrator - (2086) in Cardiff employer: Hoare Lea
Contact Detail:
Hoare Lea Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land PA/Administrator - (2086) in Cardiff
✨Tip Number 1
Get to know the company! Research Hoare Lea and understand their values and projects. This will help you tailor your conversations during interviews and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Network like a pro! Connect with current employees on LinkedIn or attend industry events. Building relationships can give you insider info and might even lead to a referral, which is always a bonus!
✨Tip Number 3
Prepare for the interview by practising common questions and scenarios related to the PA/Administrator role. Think about how your skills align with their needs, especially around organisation and communication.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the role. Plus, it keeps you on their radar as they make their decision.
We think you need these skills to ace PA/Administrator - (2086) in Cardiff
Some tips for your application 🫡
Tailor Your CV: Make sure your CV reflects the skills and experiences that match the PA/Administrator role. Highlight your organisational skills and any relevant administrative experience to catch our eye!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re excited about joining Hoare Lea and how your background makes you a perfect fit for the team.
Show Off Your Communication Skills: Since this role involves liaising with various teams and clients, make sure your written application showcases your strong communication skills. Keep it clear, concise, and professional!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets into the right hands and shows us you’re serious about joining our team!
How to prepare for a job interview at Hoare Lea
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the PA/Administrator role and its responsibilities. Familiarise yourself with the specific tasks mentioned in the job description, like managing high-volume inboxes and supporting engineering teams. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Show Off Your Communication Skills
As a PA/Administrator, strong communication skills are key. Prepare examples of how you've effectively communicated with different stakeholders in previous roles. Whether it's through email, phone calls, or face-to-face interactions, be ready to showcase your ability to liaise with various levels of staff and clients.
✨Demonstrate Your Organisational Skills
This role requires excellent organisational abilities, so come prepared with examples of how you've successfully managed multiple tasks or projects at once. You might want to discuss how you prioritised tasks under tight deadlines or how you kept track of complex documents. This will highlight your capability to handle the demands of the job.
✨Be Ready for Scenario Questions
Expect scenario-based questions during the interview that assess your problem-solving skills and adaptability. Think about situations where you had to manage unexpected changes or challenges in your previous roles. Practising these scenarios will help you respond confidently and show that you're ready to tackle the dynamic nature of the role.
