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Team administrator

Job Profile

Mott MacDonald is a £1.2 billion management, engineering and development consultancy with 16,000 staff and a global reach spanning six continents. Our network of 180 principal offices in 140 countries gives us local market insight backed by world class expertise to deliver excellence for every client.

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 Team Administrator will work within a pool of Team Administrators supporting fee-earning personnel and management in an administrative and secretarial capacity.
Team Administrators may support several resource teams, a whole office or a dedicated zone within the office servicing the administrative needs within that area or team.
The Team Administrator will be a fully skilled Administrator who will be able to assist and contribute to the business success of their client base with a broad range of administrative and secretarial activities thereby providing a central administrative and support mechanism to the business.
The role will be pivotal in developing and delivering an efficient administrative support service and aims to offer the post holders a broad range of experience and challenges to develop their administrative expertise and career.

Key responsibilities will include, but not be limited to, working within a team: -

  • Receiving, reviewing, and formatting CVs to Group-approved format and uploading them to Compass; ensuring that CVs for the WIN Team take priority;
  • Ensuring staff timesheets are completed and making any amendments/reversals as required, within set timeframes;
  • Clearing of timesheet suspense at the beginning of each week;
  • Designing and formatting PowerPoint slides and depicting data in table, graphic and chart formats using MM brand templates;
  • Preparing agendas and meeting packs;
  • Generating reports and providing report formatting using Group-approved format;
  • Processing requests for business cards and liaising with Marketing team;
  • Booking approved business travel arrangements e.g. flights and hotels as per MME travel policy;
  • Booking transportation with Abu Dhabi and Dubai offices for staff and new joiners;
  • Providing guidance with travel and other e-forms to staff;
  • Co- ordinating completion of documentation for security and safety requirements for staff being deployed or visiting high risk category companies;
  • Producing LPOs for approved goods and services, such as travel, hotel bookings, business cards and stationery as per MME procurement and authorisation policy and via MME preferred suppliers;
  • Providing project support services to project management teams e.g. responding to queries and correspondence, formatting of and generating reports, memos, and letters etc.;
  • Booking conference and meeting rooms and arranging catering and refreshments with UAE Reception Desks/Admin Teams as appropriate;
  • Obtaining approval for leave bookings in advance and advising staff accordingly;
  • Assisting the WIN Team in an administrative capacity on an ‘as required’ basis;
  • Assisting with updating of the Support Services site page on Compass;
  • Maintaining office safety by ensuing that desktop and surrounding area is safe for use at all times and reporting any incidents or potential incidents as per company policy;
  • Assisting with any tasks and projects which may arise on an ad-hoc basis.

Candidate Specification

Essential candidate requirements: -
  • Educated to Diploma level
  • Proven experience in a similar role with at least 2 years’ GCC experience
  • Solid communication skills in both written and spoken English
  • Excellent telephone manner
  • Sound interpersonal and communication skills with ability to build and maintain effective working relationships with all colleagues
  • Highly organised with strong, forward planning and time management skills to prioritise workload;
  • Numerate
  • Excellent level of accuracy with attention to detail
  • Ability to multi-task and work under pressure
  • Ability to be resourceful and proactive in dealing with issues that may arise;
  • Ability to work within and as a close-knit team of administrators to service the business and be proactive in ensuring that the team service all office administration requirements;
  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook at Intermediate – Advanced Level.
  • Strong customer focus
  • Enthusiastic and conscientious working nature, hard-working, punctual, and reliable
  • A positive, flexible, and helpful disposition with a “can do” attitude.
Desirable candidate requirements: -
  • Prior experience of working within a global organisation.
  • Degree level education
  • Verbal ability in other languages.
  • Project support experience
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