Office Administrator

Office Administrator (Maternity cover)

FTC (-month contract)

Part-time/Full-time considered

Plymouth (Office-based)

About us

Hoare Lea is a human-centric and planet-conscious engineering consultancy. We offer intelligent and sustainable solutions to complex design challenges for the built environment throughout the UK and further afield.

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. Together, our highly skilled teams use technical expertise and problem-solving skills to bring buildings to life. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves.

We are as committed to providing an environment where everyone can realise their unique potential. So, in joining Hoare Lea, you will experience a business that enriches your knowledge, supports your wellbeing, and welcomes your individuality. 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, an electric vehicle salary sacrifice scheme, stock options, and days of annual leave (increasing with service), alongside flexible and hybrid working.

Whatever your ambitions or circumstances, our aim is to enable everyone to develop their knowledge, give their best, and enjoy what they do.

About the role

We have a new opportunity for an Office Administrator to join our team based in Plymouth.

The role of the Office Administrator provides essential support to the Office Manager, assisting the engineering and management teams within our busy Plymouth and Exeter office teams, and plays an integral part of the administration and management team. The role will involve assisting with the coordination of bid submissions for some of the most exciting projects in the industry to achieve contract wins as well as supporting with the day to day running of the office and events. Administrators have a good overview of their responsibilities - covering reception and ensuring visitors are welcomed positively are key duties.

In this key and varied role, you can expect to:

• Provide general office administrative support, including managing incoming calls, meeting and greeting visitors, and monitoring and responding to email enquiries
• Manage diaries, including the organisation and coordination of internal and external meetings, and booking ad-hoc travel and accommodation
• Oversee the management and ordering of stationery and office supplies
• Prepare creative content and supporting materials to help develop and coordinate bid responses
• Ensure timely and accurate submission of tenders in line with established processes and deadlines
• Maintain and uphold Hoare Lea brand standards across all documentation and outputs
• Provide administrative support to engineers, including preparing/proofreading/formatting/scanning ad-hoc documents
• Work collaboratively with the wider office and central teams to support business needs
• Coordinate the onboarding process for new starters
• Support recruitment administration, including coordination of work experience placements
• Contribute to STEAM initiatives and wider engagement activities
• Support the management of key tender portals, registrations, digital marketing channels, and the updating of company information

About you

To be successful in this role you’ll need:

• Excellent IT skills, proficient in MS Outlook, Word, Excel and PowerPoint
• High attention to detail
• Flexible and adaptable approach to work
• Ability to organise and manage a varied workload
• Strong prioritisation skills, with the ability to manage high volumes of work from multiple sources while meeting deadlines and maintaining quality standards
• Positive team player with a proactive approach and willingness to get involved
• Ability to maintain confidentiality and demonstrate integrity at all times
• Confident communicator, both written and verbal
• Strong interpersonal skills, with a good level of commercial awareness
• Ability to manage expectations effectively
• Strong digital and intranet management skills, with the ability to create, update and curate engaging content that supports internal communications and marketing objectives, ensuring information is accessible, well-structured and aligned with brand standards
• Calm and patient disposition
• Experience in formatting, reviewing and proofreading materials for content and accuracy
• Proven experience in an administrative role; industry knowledge is desirable