Administration Assistant

• Location: Ipswich IP1
• Job Type: Full-time 8am - 5pm
• Monday - Friday - Office based

Our client is an award-winning multidisciplinary design and survey consultancy in the critical infrastructure sector. As a trusted partner to many of the largest and well-known infrastructure companies in the UK, they offer a dynamic, friendly, and flexible work environment.

They are looking for an Office Support Team Member to provide effective administrative support to our Discipline Directors, Project Managers, and Engineering design teams.

• Support the administrative function for projects, including coordination of tender production, updating project databases, setting up project tender letters/spreadsheets, and preparing minutes and reports.
• Manage document control, filing emails and attachments to relevant project folders.
• Arrange and manage meetings for the Project Teams, ensuring all deadlines are met.
• Maintain a project database and resource tracker with inputs from Project and Management Teams.
• Respond to external clients appropriately, assign actions to the Project Teams, and track the closure of actions.
• Support the document control process for tender and design submissions by the Project Teams.
• Assist in managing processes and procedures to support the efficient management of administrative services in relation to maintaining ISO 9001, 14001, and 45001 and Railway Industry Supplier Qualification Scheme (RISQS) certification.
• Book travel for team members as requested and balance the needs of planned work while managing ad-hoc requests effectively.
• Liaise with other Engineering Design Team and Admin Team members to ensure smooth administrative operations.
• Assist with daily office operations, including answering phones, responding to emails, and handling correspondence.
• Maintain office supplies and ensure the office environment is organized and efficient.
• Provide additional administrative support as needed, including drafting correspondence, scheduling meetings, and preparing meeting minutes.
• Assist in organizing events, training sessions, and workshops.
• Maintain electronic and physical filing systems for project documents, contracts, and records.
• Assist with the creation, formatting, and editing of documents, ensuring consistency and adherence to company standards.

• Experience in Project Administration, Project Coordination, and/or Document Control (desirable).
• Highly proficient IT skills, including competence in MS Excel, PowerPoint, and Word.
• Strong relationship-building skills, both internally with the team and externally with clients, suppliers, and contractors.
• Excellent communication skills, both oral and written.
• High level of accuracy and attention to detail.
• Ability to work independently and take initiative.
• Excellent time management skills and the ability to meet tight deadlines.
• Confidence in asking questions to ensure task requirements are understood.

• Opportunity to work in a growing, vibrant team delivering projects in mission-critical sectors such as Rail, Transport, Building Services, Data Centres, Nuclear, and Utilities.
• Supportive and dynamic work environment.
• Competitive salary and benefits package.

To apply for this Office Support Team Member position, please submit your CV and cover letter detailing your relevant experience and why you are interested in this role.