Preconstruction Administrator

We are seeking a highly organised, proactive and confident Pre-Construction Administrator to join the team of an established MEP contractor based in Central London.

This is a varied and fast-paced position combining traditional administrative and Executive Assistant responsibilities with tender coordination and pre-construction support. Working closely with the Pre-Construction Director and wider team, you will play an important role in ensuring the smooth running of the department and the successful coordination of tender activities, client presentations and key stakeholder meetings.

The role would suit someone who enjoys a varied position, has exceptional organisational skills and takes pride in producing professional, high-quality work. You will need to be confident using PowerPoint to prepare polished, visually engaging presentations, alongside coordinating tender documentation, managing meetings and providing wider administrative support.

This is an excellent opportunity for someone who enjoys working with senior stakeholders, has a proactive approach and wants to become an integral part of a busy pre-construction function.

Key Responsibilities

Administrative & Executive Support

• Provide comprehensive administrative and PA support to the Pre-Construction Director and wider team.
• Manage diaries, appointments, meetings and travel arrangements where required.
• Coordinate internal and external meetings, ensuring agendas and supporting documentation are prepared in advance.
• Attend meetings, take minutes, record actions and follow up on outstanding tasks.
• Manage confidential information and sensitive business documentation.
• Act as a key point of contact for internal colleagues, clients and external consultants.

Presentations & PowerPoint

• Prepare and develop high-quality PowerPoint presentations for client meetings, tender submissions and senior management reviews.
• Create professional, visually engaging presentations in line with company branding.
• Collate information from various departments and translate technical content into clear, structured presentation materials.
• Assist with bid presentations, project proposals and business development documentation.
• Coordinate presentation materials and provide support during client-facing meetings and presentations.
• Provide administrative and coordination support throughout the tender and pre-construction process.
• Coordinate tender documentation, ensuring submissions are accurate, complete and delivered within agreed deadlines.
• Organise post-tender interviews (PTIs), including presentation packs, agendas, meeting logistics and supporting documentation.
• Liaise with estimating, design, commercial and operational teams to obtain relevant tender information.
• Maintain tender trackers, submission schedules and project documentation.
• Assist with tender clarifications, client feedback and post-tender actions.

Meetings & Stakeholder Management

• Organise and coordinate client presentations, post-tender interviews, project meetings and internal reviews.
• Prepare meeting packs, briefing materials and supporting documentation.
• Liaise professionally with senior management, clients, consultants and external partners.
• Ensure meetings and presentations are professionally coordinated and run smoothly.

Skills & Experience

The successful candidate will ideally have:

• Previous experience in an Administrator, Team Assistant, Executive Assistant or Project Administrator position.
• Experience within construction, engineering or building services would be advantageous.
• Advanced Microsoft Office skills, particularly PowerPoint, Word and Excel.
• Strong PowerPoint capabilities, with the ability to produce polished and visually engaging presentations.
• Experience coordinating meetings, preparing documentation and supporting senior stakeholders.
• Previous exposure to tender submissions, bid presentations or post-tender interviews would be beneficial.
• Excellent organisational skills and the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Exceptional attention to detail and a high standard of presentation.
• The ability to work independently, use initiative and remain calm under pressure.

Personal Attributes

We are looking for someone who is:

• Proactive, highly organised and takes ownership of their responsibilities.
• Confident and comfortable communicating with senior stakeholders and clients.
• Professional, personable and approachable.
• Articulate, with excellent communication and interpersonal skills.
• Creative and confident in producing high-quality presentation materials.
• Resilient and comfortable working in a fast-paced environment.
• A collaborative team player who can bring people together and ensure deadlines are achieved.
• Forward-thinking, with the ability to anticipate requirements rather than simply wait for instructions.

The Ideal Candidate

This position would suit an experienced Administrator or Executive Assistant who enjoys working in a varied role and is looking to develop their involvement in the pre-construction and tendering process. Equally, someone with a construction or MEP administration background who has strong presentation and organisational skills could be a great fit.

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