Description:
We have an exciting opportunity for a Team Administrator to join a passionate team of award-winning professionals at Hoare Lea. The role is based in our Edinburgh office, with close working across our connected offices based around the UK. You will be joining a friendly admin team responsible for providing extensive administrative support to the Edinburgh & Glasgow teams.
The role of Team Administrator provides essential administration support to engineering and specialists teams and plays a vital role in the efficiency of the admin team. Team Administrators have a good overview of the priorities of the wider office and support the Executive PA in the successful running of the Edinburgh and Glasgow offices.
In this key and varied role, you can expect to:
- 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.
- 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).
- 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.
- Update and maintain team CVs for use in tender documents, whilst ensuring the updated versions are uploaded to our intranet.
- Take responsibility for the induction of new members of staff into the team, liaising with the Team Leader and Executive PA, as necessary.
- Support with the coordination and management of CPD’s.
- Assist with project management administration (setting up project workspace, document control).
- Setting up enquiries and project opportunities on the TT CO-OP and COI portal.
- Support the MEP teams with their social events.
- Be keen to support the team with Mental Health and First Aid
- Support and manage team desk booking on the TT Matrix system.
- Assist with completion of expenses.
- Assist with the answering of incoming calls to the central Hoare Lea Scotland phone number.
- Assist with meeting room bookings.
- Add POET stamps to each purchase ledger invoice.
- Assist the Executive PA in the execution of their duties as and when required.
- You will not be required to carry out any finance duties as this is a central finance responsibility.
About You
To be successful in this role you’ll need:
- Good IT skills, proficient in MS Outlook, Word, Excel, and PowerPoint
- Ability to prioritise, organise and delegate where necessary
- Good team spirit, desire to take part and get involved
- Ability to remain confidential and show integrity
- Confident communicator in both written & verbal practices
- Ability to manage expectations
- Calm & patient disposition
- Proven experience as a Team Administrator in previous role and understanding of industry knowledge would be desirable