Team Administrator

Overview

Admin support for engineering teams: diaries, timesheets, travel, documents, and coordination.

Key Responsibilities

• timekeeping
• project setup
• desk booking
• document control
• admin support
• document prep

Tasks

-You will not be required to carry out any finance duties as this is a central finance responsibility. -Support with the coordination and management of CPD’s. -Assist with completion of expenses. -Assist the Executive PA in the execution of their duties as and when required. -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). -Add POET stamps to each purchase ledger invoice. -Setting up enquiries and project opportunities on the TT CO-OP and COI portal. -Take responsibility for the induction of new members of staff into the team, liaising with the Team Leader and Executive PA, as necessary. -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. -Support the MEP teams with their social events. -Support and manage team desk booking on the TT Matrix system. -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 answering of incoming calls to the central Hoare Lea Scotland phone number. -Assist with project management administration (setting up project workspace, document control). -Update and maintain team CVs for use in tender documents, whilst ensuring the updated versions are uploaded to our intranet. -Assist with meeting room bookings.

Requirements

• ms office
• team admin
• prioritisation
• confidentiality
• communication
• calm

What You Bring

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

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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 teams or in person