Team Administrator

Description

• 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.
• As a timekeeper you will be responsible for ensuring the timely and accurate submission of colleagues’ weekly timecards by 12 noon each Friday. The role involves proactively reminding team members of deadlines, supporting early submissions before leave, and submitting timecards on behalf of colleagues only in exceptional circumstances (e.g. illness or absence).
• Assist with the answering of incoming calls to the central Hoare Lea Scotland phone number.
• Update and maintain team CVs for use in tender documents, whilst ensuring the updated versions are uploaded to our intranet.
• Assist the Executive PA in the execution of their duties as and when required.
• Assist with meeting room bookings.
• Assist with completion of expenses.
• Support with the coordination and management of CPD’s.
• Setting up enquiries and project opportunities on the TT CO-OP and COI portal.
• Support the MEP teams with their social events.
• Support and manage team desk booking on the TT Matrix system.
• Add POET stamps to each purchase ledger invoice.
• Provide administration support to Engineering and Specialists teams with requests coming to a busy mailbox. Tasks that will include setting up meetings (both internal and external), diary management, assisting with the collation of expenses, chasing timesheet completion, creation of timesheet completion reports, booking travel and accommodation.
• Take responsibility for the induction of new members of staff into the team, liaising with the Team Leader and Executive PA, as necessary.
• You will not be required to carry out any finance duties as this is a central finance responsibility.
• Assist with project management administration (setting up project workspace, document control).

Requirements

• Ability to prioritise, organise and delegate where necessary
• Ability to manage expectations
• Proven experience as a Team Administrator in previous role and understanding of industry knowledge would be desirable
• Confident communicator in both written & verbal practices
• Ability to remain confidential and show integrity
• Calm & patient disposition
• Good IT skills, proficient in MS Outlook, Word, Excel, and PowerPoint

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance