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Administrator

Job Profile

12 Month Fixed Term Contract - Maternity Cover

Are you an experienced Administrator/Receptionist? Do you have a professional approach? We want you to come and make a positive contribution to our busy Birmingham office, assisting in the day to day operation of the busy reception area.

We are a team of 200 staff based in the centre of Birmingham, just a few minutes’ walk from the main stations. As Heritage Award winners for the Waterstones restoration project we are known for local regeneration as well as for working on national and international projects.
Our people have diverse skills and really make a difference.
Locally and nationally we are currently working on the Midland Metro, the procurement and design of new schools, developing new rail infrastructure, flood prevention and protecting endangered species.

We are part of Mott MacDonald, an engineering and development consultancy with 16,000 staff and a global reach spanning six continents. Our network of 180 principal offices in 140 countries means we can provide our clients with local market insight backed by world class expertise to deliver excellence for every client.

Our office is dynamic and vibrant, our active sports and social club is supported by the business and we take a keen interest in CSR with staff taking part in activities to support schools, local and national charities.

We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture.

Job Description

The role of is to provide reception and administration support to the Birmingham Office, as follows:
  • Responsible for the day to day operation of the reception area within the Birmingham office.
  • Present a friendly and professional image of Mott MacDonald Limited (MML), both in person and on the telephone.
  • Meet and greet visitors, being the first point of contact for those entering the Mott MacDonald office.
  • Ensuring all visitors, internal and external, have signed in at reception and have been given fire evacuation instructions.
  • Answering internal and external telephone calls on the switch board in a professional, courteous manner, taking and distributing messages promptly, including by email if recipient is out of the office.
  • Arranging hot desk and telephone allocations as and when required.
  • Responsible for booking and servicing meeting rooms
  • Clearing and cleaning meeting rooms as soon as possible after meetings and ensuring general cleanliness of rooms at all times.
  • Communicating specific cleaning requirements to the Office Manager.
  • Arranging all pool and hire car bookings, and ensuring these are documented.
  • Booking parking spaces as appropriate.
  • Arranging hotel bookings and travel bookings as and when requested.
  • General administration support as assigned, including typing, bid document preparation support and project administration support to technical managers.
  • Organising daily postage and couriers when required.
  • Assisting in external and internal event organisation, including booking accommodation and arranging attendance.
  • Other duties as may be required.

    This vacancy provides someone with the chance to work in a world class company and to work alongside the best individuals in the industry.

Candidate Specification

  • Minimum of 5 standard GCSE grades or equivalent, to include Maths and English.
  • An excellent understanding of MS Office Suite including, but not limited to:
    • Strong proficiency in formatting MS Word documents.
    • Previous experience in producing high-quality MS PowerPoint presentations.
    • Demonstrable abilities in MS Excel regarding formulae, tables and charts.
  • Previous administration experience supporting multiple stakeholders.
  • Ability to provide excellent customer service.
  • A professional and courteous manner, both face to face and on the telephone.
  • Ability to work well in a team.
  • Flexible attitude to undertake a wide range of tasks within the office.
  • Excellent time management skills and the ability to prioritise workload in order to meet deadlines.
  • Ability to work calmly under pressure.
  • Enthusiastic and proactive.
  • Attention to detail.
  • Willing to learn with a can do attitude.
  • Proactive approach to work, willing to get involved with tasks to support the managers and teams.
  • Organised with the ability to think independently.
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