Administrator in Oakington

About us

Ingleton Wood is a value-led, people focused practice providing clients with inspirational and practical design solutions; we exist to improve the communities in which we all live and work. Originally established in 1935, we are a dynamic multi-disciplinary property and construction consultancy, providing a wide range of services across many industry sectors, including commercial, education, defence, residential and more. We develop long term relationships with clients, adding value at every stage of development. We are one of a few medium-sized consultancies offering integrated design and technical expertise. We have a nationwide presence with offices located across the UK.

Life at Ingleton Wood is busy but great fun, we work hard, and we play hard. There is a huge emphasis on teams and working collaboratively both professionally and socially. We bring people together to improve the quality and sustainability of the built environment through our expert knowledge in delivering local solutions for global issues.

You can expect:

• Opportunities for flexible and remote working – we understand a work life balance helps us all.
• Holiday entitlement of 25 days plus bank holidays with long service recognition and festive shutdown.
• Opportunities for personal and professional growth in a supportive environment including in-house coaching and mentoring.
• Competitive salaries with regular review and benchmarking to ensure fair pay. We are a real living wage employer.
• Competitive Company Pension Scheme.
• Health cash plan scheme.
• Professional membership support.
• Family policies.
• Great office team building events and fully expensed seasonal social events.
• Cycle to work Scheme.
• On-site parking facilities (excluding London office).
• Season Ticket Loan (if applicable).
• Death in service benefit.
• Early Finish incentives when the Practice targets are hit.
• Additional leave allocated for volunteering (up to 2 days).
• Health & Mental Wellness Programs.
• Employee Referral Scheme.
• Employee working groups.

The role

We are currently recruiting an Administrator to join our Cambridge office. The successful candidate will need a positive, ‘can-do’ attitude and be enthusiastic to take pride in this support position. You will be responsible for providing successful and efficient administrative support.

The role will involve providing high quality professional support services to the office’s professional teams and for the wider Practice. You will be expected to work in accordance with the Practice’s values and objectives.

Please Note: This role may be subject to Disclosure and Barring Service, Baseline Personnel Security Standard, Counter Terrorist Check, Security Check, or Developed Vetting clearance.

The selected candidate will…

• Provide admin support to three teams.
• Assist other members of the admin team if requested by the Office Manager.
• Maintain Outlook calendars for Directors and Team Leads.
• Arrange meetings as directed and issue appropriate agendas.
• Take minutes and manage actions.
• Order refreshments and lunches for clients and staff meetings.
• Arrange travel and accommodation and consult with clients for site access when required.
• Audio/copy typing as requested.
• Assist in answering the telephone for the Cambridge Office and email messages as appropriate.
• Provide reception assistance and maintain conference room allocation and preparation.
• Set up new projects and archive project information on completion.
• Ensure purchase orders are entered into the MIS and invoices attached.
• Process and circulate relevant reports to IW standards.
• Provide support for issuing fee quotes and add data into CRM system.
• Assist in organising the completion of bids for new work.
• Assist with specifications, certificates, and contract instructions.
• Assist in producing tender analysis documents.
• Consult with Team Leads and prepare client invoicing and issue to clients.
• Provide monthly financial reports to Team Leads.
• Input timesheets on Manager for contractors.
• Assist with marketing literature (project profiles, CVs).

Essential skills, experience, and attributes:

• Administration experience.
• GCSE or Equivalent grade C or above in Maths and English.
• Advanced working knowledge of all Microsoft applications.
• A strong working knowledge of Excel and a clear understanding of formulas.
• Intermediate audio typing skills and experience of electronic dictation methods.

We're committed to building a diverse, inclusive, and authentic workplace where everyone can be their best, so if you're excited about this role but your experience doesn’t align perfectly with every requirement on the Job Description, please apply anyway - you may just be the right candidate for this or other roles in our wider team.