Senior Team Administrator - London

About Us

RED is 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 while also helping clients realize 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 centered 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 to be based out of our London office.

Role Responsibilities

• Act as the main point of contact for all administrative tasks following the company processes.
• Creation and management of team collaboration Microsoft Teams channels using standard folder structure.
• Checking of documentation to ensure QA procedures are met, raising any inconsistencies and correcting as appropriate.
• Support team QA compliance and document filing.
• Assist with the completion of expenses and timesheets on behalf of the team as required.
• Arranging internal, external, and online meetings for the team, including arranging meeting room bookings, catering as required.
• Administration of holiday leave for the team.
• Arranging domestic and international travel, preparation of itineraries, and insurance following the company travel policy.
• Assistance with the onboarding and offboarding of team members.
• Compilation and formatting of specifications, reports, presentations, etc. (including Board and Management team reports) using company templates, and timely processing of general correspondence.
• Taking minutes/actions at team and other ad hoc meetings as required, and following up to ensure actions are closed.
• Ensuring management team are well prepared for meetings and have necessary documentation and briefing papers.
• Liaising with clients and external visitors including arranging business development and project-related meetings, welcoming and looking after visitors for in-person meetings.
• Coordination of NDAs, Sub Consultancy Agreements, and Client Contracts via DocuSign for team, following process to align with legal team requirements.
• Undertake necessary compliance checks with onboarding suppliers and clients.
• Assisting with the arrangement, coordination, and follow-up of sector/team management meetings and team events.
• Communication with the team to update them on company updates and processes via 1:1 meetings or team meetings.
• PA support to the management team as required including diary management and inbox management.
• Conduct research into specific matters as required and report findings.
• Support conference and client event management activities.
• Support Ethics and Risk compliance processes and preparation of necessary paperwork.
• Provide mentoring and guidance to Team Administrators.
• 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.
• Assisting with keeping the bid library relevant to the sector up to date.
• Responsible for the setting up of all enquiries and projects following company process, and communicating the details to the project team.
• 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.
• 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.
• Attend project QA audits and ensure any actions are completed in a timely manner.
• 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.