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About the Role
The Senior Administrator will provide high-quality professional support services to the London office and the wider Practice, working in accordance with the Practice’s values and objectives.
Responsibilities
- Provide high quality support services including audio and copy typing, photocopying, stationery and supply chain ordering, scanning, filing and travel arrangements.
- Prepare, coordinate and check documentation and specifications utilising Microsoft Office software, ensuring adherence to templates, brand protocol, client requirements and framework guidelines.
- Arrange meetings, prepare agendas, associated paperwork, and take minutes, issuing minutes and actions and following up on completion.
- Maintain the conference room and associated diary, book appointments, provide refreshments and order lunches.
- Manage and maintain Outlook calendars to support central functions and individual requirements, including site access.
- Maintain and manage accurate records in accordance with agreed protocols and the Practice’s records retention schedule.
- Support central teams with vetting processes, supply chain management, audits, financials including invoices and purchase orders, timesheets, expenses, project information and database updates.
- Assist with answering incoming calls, generic mailboxes and mail promptly, supporting the central reception function.
- Collate and update the CRM to ensure opportunities and client data are accurate and compile contact lists for marketing campaigns.
- Coordinate and support client relationships by organising campaigns, networking and meetings/events.
- Support the central team in promoting the Practice’s values and objectives by contributing to timely and innovative content including print, online, blogs, project profiles, CVs, video and social media content.
- Participate proactively in Practice activities, including team meetings, induction of new staff, training sessions, and development of new ideas and solutions.
- Work with and support the Central team to ensure compliance to all ISO standards and other accreditations.
- Act as document controller using the BIM360 platform.
- Become proficient in the bespoke Practice Management software ‘Manger’ and operate all modules, including detailed understanding/action of invoicing and financial modules for commercial management.
Requirements
- Positive, ‘can-do’ attitude and enthusiasm to take pride in the support position.
- GCSE or equivalent in Math’s and English at Grade C or above (preferred).
- Knowledge of the Construction Industry terminology (preferred).
- Administration experience (preferred).
- Working knowledge and proficiency of all Microsoft applications, in particular Word, Excel, and Project.
- Excellent time management skills with the ability to prioritise.
- Well organised with a high attention to detail.
- Willingness to undergo Disclosure and Barring Service, Baseline Personnel Security Standard, Counter Terrorist Check, Security Check, or Developed Vetting clearance if required.
Skills
- Microsoft Office Suite (Word, Excel, Project)
- Audio and copy typing
- Photocopying
- Stationery and supply chain ordering
- Scanning
- Filing
- Travel arrangements
- Meeting coordination
- Minute taking
- Outlook calendar management
- Record management
- Vetting processes support
- Supply chain management support
- Audit support
- Financial administration (invoices, purchase orders, timesheets, expenses)
- Database management
- Call handling
- Mail handling
- CRM management
- Marketing campaign support
- Client relationship coordination
- Content creation (print, online, blogs, social media)
- ISO standards compliance
- BIM360 platform usage
- Practice Management software (‘Manger’) operation
Location
- London, UK
Work Type
- Flexible working
- Remote working
Experience Level
- Senior
Education Level
- GCSE Math’s and English (Grade C or above preferred)
Salary/Compensations
- Competitive salaries with regular review and benchmarking
- Real Living Wage employer
Benefits
- 25 days holiday plus bank holidays
- Long service recognition
- Festive shutdown
- Opportunities for personal and professional growth
- In-house coaching and mentoring
- Competitive Company Pension Scheme
- Health cash plan scheme
- Professional membership support
- Family policies
- Great office team building events
- Fully expensed seasonal social events
- Cycle to work Scheme
- On-site parking facilities (excluding London office)
- Season Ticket Loan (if applicable)
- Death in service benefit
- Early Finish incentives
- Additional leave for volunteering (up to 2 days)
- Health & Mental Wellness Programs
- Employee Referral Scheme
- Employee working groups
About the Company
- Ingleton Wood is a value-led, people-focused practice providing inspirational and practical design solutions to improve communities.
- Established in 1935, it is a dynamic multi-disciplinary property and construction consultancy offering integrated design and technical expertise.
- The company has a nationwide presence with offices across the UK and plans for future expansion.
- Ingleton Wood values include being progressive, collaborative, supportive, and taking ownership.
Equal Opportunity
- Committed to building a diverse, inclusive, and authentic workplace.
- Encourages applications from candidates whose experience may not align perfectly with every requirement.