Team Assistant/Admin

6 days ago

Edinburgh, United Kingdom Hoare Lea Full time

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. Hoare Lea is a human-centric and planet-conscious engineering consultancy. We provide a wide range of engineering and consultancy services, including acoustics, air quality, building services (MEP), fire, lighting, security and sustainability to name but a few. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves.
You’ll have the opportunity to participate in our 9-day fortnight scheme, thriving community groups, varied social and networking events, and extensive professional and technical development schemes. We also offer an extensive benefits package, including private medical cover, electric vehicle salary sacrifice scheme, stock options, and up to 30 days of annual leave.
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. 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.
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.
Help prepare letters, fee proposals, capability statements, presentations, reports, and schedules ensuring they are formatted to the Hoare Lea brand. Take responsibility for the induction of new members of staff into the team, liaising with the Team Leader and Executive PA, as necessary.
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.
Assist with the answering of incoming calls to the central Hoare Lea Scotland phone number.
Add POET stamps to each purchase ledger invoice.
Assist the Executive PA in the execution of their duties as and when required.
Good IT skills, proficient in MS Outlook, Word, Excel, and PowerPoint
Proven experience as a Team Administrator in previous role and understanding of industry knowledge would be desirable
From there, successful candidates will be invited to attend a panel interview, either via Microsoft Teams or in person at one of our offices.
Adjustments and accommodations
If there are adjustments or accommodations that we can put in place to help you participate and give your best at any stage of the recruitment process (whether relating to disability, neurodivergence or anything else) please let us know.
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