Office Administrator

Overview

Office admin supporting diaries, visitors, bids, stock & team coordination.

Key Responsibilities

• diary management
• tender submissions
• bid content
• onboarding
• portal management
• admin support

Tasks

-Diary management including organisation of internal / external meetings, booking ad-hoc travel and accommodation requirements. -Ensuring adherence to Hoare Lea brand standards. -Ensuring punctuality of submissions as per tender processes and deadlines. -Work collaboratively with the wider office and central teams. -Provide general administration support to engineering teams and Coordinators, including proof-reading, preparing, and formatting reports and ad-hoc documents. -Coordinating the onboarding process for new starters -Preparing creative content and associated material to formulate and help coordinate bid responses. -General office administrative duties to include managing incoming calls, meeting and greeting visitors, monitoring and actioning incoming email enquiries. -Support in managing key tender portals, registrations, digital marketing channels and updating company information as required.

Requirements

• ms office
• administrator
• proofreading
• stock management
• detail
• communication

What You Bring

-Attention to detail -Good interpersonal skills with a good degree of commercial awareness -Stationery and office stock ordering and management. -Ability to remain confidential and show integrity -Proven experience as an Administrator in a previous role and understanding of industry knowledge is desirable. -Ability to manage expectations -Confident communicator in both written & verbal -Experience with formatting, reviewing, and proofreading of materials for content and grammar -Ability to prioritise and organise a varied workload -Ability to prioritise high volumes of work from a multitude of sources to meet deadlines while maintaining the highest quality standards -Calm & patient disposition -Excellent IT skills, proficient in MS Outlook, Word, Excel and PowerPoint

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About Hoare Lea

-The firm pioneered mechanical and electrical engineering and introduced one of the first electrical lighting systems in public buildings. -In 1939, it merged with Edwin S. Hoare & Partners, becoming the modern form of the business and evolving into the UK’s largest MEP consultancy. -Over its long history, the firm has delivered iconic projects like One New Change in London and the Royal Victoria Hospital in Belfast. -Specialist services span acoustics, fire engineering, lighting design, public health, utilities, and sustainable building systems. -The firm's project portfolio ranges from historic conversions and civic buildings to cutting-edge research centres and transport hubs. -Unusually for its sector, the original founder’s vision still resonates: early adoption of air-conditioning and electrical lighting set a tone of innovation that endures today.

Sector Specialisms

Interview Process

-introductory 30‑minute call with recruitment team -panel interview (via microsoft teams or in‑person)