Senior Team Administrator – London or Bicester

RED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients.

Through our market leading technical expertise, we enable the world’s digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude.

We now seek a Senior Team Administrator based out of our London or Bicester office, to provide professional and effective administration support to the project management team in conjunction with assisting in the smooth running of projects. Senior Team Administrators play a crucial role in supporting the project management team by providing the necessary administrative and coordination support, allowing team members to focus on their core tasks and objectives.

Role Responsibilities

• Act as the main point of contact for all administrative tasks following the company project delivery process
• Responsible for the setting up of all enquiries and projects following company process, and communicating the details to the project team
• Creation of project collaboration Microsoft Teams channels using standard folder structure
• Checking of project documentation to ensure QA procedures are met, raising any inconsistencies and correcting as appropriate
• Assist with the completion of expenses and timesheets on behalf of the project management team as required
• Arranging internal, external and online meetings for the project management team, including arranging meeting room bookings, catering as required
• Administration of holiday leave for the project management team
• Arranging domestic and international travel, preparation of itineraries and insurance following the company travel policy
• Assistance with onboarding and offboarding of project team members
• Compilation and formatting of specifications, reports, presentations etc using company templates, and timely processing of general correspondence
• Assisting with keeping bid library relevant to the sector up to date
• Taking minutes/actions at project team and other ad hoc meetings as required, and following up to ensure actions are closed
• Assisting with the coordination of RFPs/PQQs/Tenders working with the project management team, liaising with relevant departments; using and updating the master tender document
• Assist Project Manager with drafting and completion of the Project Management Workbook including completing initial project and team information; drafting of GoNoGo; scheduling and follow up of project kick off – including internal, external, and commercial; reviewing project milestones and scheduling of technical reviews; lessons learnt and project close out
• Assist Project Manager with preparing for Risk Management Committee meetings
• Creation of project case studies in line with company branding
• Ensuring project management team are well prepared for meetings and have necessary documentation and briefing papers
• Liaising with clients including arranging business development and project related meetings, welcoming and looking after visitors for in person meetings
• Liaising with external project team stakeholders in terms of meetings; contracts; purchase orders; deadlines etc
• Assist project management team with ensuring all commercial aspects of the project are monitored and completed in line with the Delegation of Authority and Project Delivery Process
• Drafting Sub Consultancy Agreements and Cross Sector work orders
• Coordination of NDA’s, Sub Consultancy Agreements and Client Contracts via DocuSign for project management team, following process to align with legal team requirements
• Undertake necessary compliance checks with onboarding suppliers and clients
• Attend project QA audits and ensure any actions are completed in a timely manner
• Assisting with the arrangement, coordination, and follow up of sector management meetings
• Communication with project management team to update them on company updates and processes via 1:1 meetings or team meetings
• PA support to project management team as required including diary management and inbox management
• Assisting with engineer site activities i.e. risk assessment/method statements; PPE
• Provide mentoring and guidance to Project Team Administrator
• Attendance and participation at the Global and Europe Admin Team meetings
• Holiday cover for other admin team members i.e. helping to cover the Office Manager in their absence
• Ad hoc admin support tasks, including becoming an Admin Champion for a specific area

Role Requirements

• Previous experience in Project Team Assistant or Personal Assistant role supporting management team level
• Previous experience in supporting the compilation of complex bid and pre-qualification tenders (desirable)
• Previous experience working in a busy office environment within the consultancy sector (desirable)
• Proficient in the management and organisation of busy and complex diary and travel arrangements
• Proven experience of operating in a structured and process orientated environment
• Possess exemplary time management, multi-tasking, and organisational skills while able to work independently
• Good organisation skills
• Ability to prioritise own workload
• Accuracy / excellent attention to detail
• Hours flexibility (able to carry out overtime at short notice)
• Excellent interpersonal and communication skills both orally and written
• Ability to delegate and mentor junior members of the team
• Ability to work to tight deadlines
• Excellent knowledge of Microsoft Office 365 suite including Word; PowerPoint; Excel; Outlook; Teams (essential)
• Knowledge of G-Suite (desirable)
• Knowledge of Salesforce, Planisware, Temis and Solar Winds ARM (desirable)
• Knowledge of Docusign (desirable)
• Excellent team player
• Understanding of engineering terms (desirable)
• Good understanding of international working and business operations of a global consultancy (desirable)
• Understanding and previous experience of ISO9001 and ISO14001 Quality Assurance Processes (desirable)

Benefits

RED offers a variety of benefits, including but not limited to:

• 23 days annual leave rising to 28 days annual leave over 5 years’ service
• Holiday purchase and buy back scheme
• Hybrid Working
• Contributory company pension scheme
• Healthcare Scheme via salary sacrifice (Company funded cover is dependant on level)
• Non-contractual bonus awards
• Training sponsorship
• Charity volunteering leave
• Wellness days/ initiatives.
• Salary commensurate with experience.
• Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.
• We offer a comprehensive benefits package and are an equal opportunities employer.
• This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.

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