Team Coordinator

Bristol

Competitive salary + benefits

We have an exciting opportunity for a Team Coordinator to join a passionate team of award-winning professionals at Hoare Lea. The role is based in our Bristol office, with close working across our connected offices based around the UK. You will be joining a friendly admin team responsible for providing extensive administrative support to the Climate Business Unit across all regions.

About us

Hoare Lea is an award-winning engineering consultancy with a creative team of engineers, designers, and technical specialists. We provide innovative solutions to complex engineering and design challenges for buildings.

Irrespective of the scale or complexity of a project, we provide a full range of MEP, environmental, and sustainability services, bringing buildings to life and ensuring that they perform in operation as well as they look.

Hoare Lea has joined Tetra Tech’s High Performance Buildings Group, a global alliance of MEP firms.

Why work for us?

You’ll collaborate with the industry’s best, working with a wide range of built-environment specialists.

You’ll be part of progressive and exciting projects, able to experience innovative schemes across all sectors.

You’ll advance your career, your way, thanks to our structured Career Paths framework.

The role

As Team Coordinator you will provide essential administration support to our engineering teams within Bristol.  The role will also require you to provide PA to members of our Senior Leadership team, The role will report to the Admin Team Leader but will enjoy autonomy and flexibility in workloads coming directly from all team members.  As a Team Coordinator will have a good overview of the priorities of the wider office and support the Executive PA in the successful running of a busy office.

Key Responsibilities

• Provide administrative and PA support to our MEP engineers, including team leaders and Directors as required
• Organise meetings, liaising with all levels of clients and staff
• Coordinate diaries using Microsoft Outlook
• Liaise with team members over the phone, via email, and Teams and actioning requests as appropriate
• Assisting with report updates as required. Documents can be large and complex and can involve working to tight deadlines
• Assisting the Executive PA in the execution of her duties as and when required
• Assist in arranging client meetings, and liaising with all levels of clients and staff
• Support with the management and coordination of diaries using Microsoft Outlook
• Manage emails and incoming mail, actioning as appropriate
• Update and maintain group CVs for use in tender documents
• Assist with employee inductions, liaising with Team Leaders as necessary
• Assist with organising catering requirements for office meetings and coordinate refreshments and lunches to meeting rooms
• Supporting with travel arrangements to include trains, flights, and accommodation
• Help prepare letters, fee proposals, capability statements, presentations, reports, and schedules ensuring they are formatted to the Hoare Lea brand. Documents can be large and complex and can involve working to tight deadlines
• Supporting with the coordination and management of CPD’s
• Assist with organising marketing/business development functions and events
• Complete timesheets and assist with completion of expenses.
• Support with organising catering, post, printing, and binding documents and any other ad hoc duties when required
• Support the admin team with the effective running of our office and administrative duties, this might include reception cover, and preparing drinks for meetings in the office, as and when required

Person Specification

• Ability to prioritise, organise and multi-task where necessary
• Good team spirit, desire to take part and get involved
• Ability to remain confidential and show integrity
• Confident communicator in both written & verbal with strong interpersonal skills - must be able to deal with individuals at all levels
• Ability to manage expectations
• Calm & patient disposition 
• Good eye for detail, confident, and able to gain respect quickly
• PC/IT skills – excellent working knowledge of MS Office suite to include Microsoft Word, Excel, and PowerPoint; internet skills and email proficiency required
• Reliable team member with a flexible approach
• A good sense of humour

Additional Information

The successful candidate will be a good ‘all-rounder’, and adaptable to the varying demands of the role. You will have excellent communication and interpersonal skills with the ability to deal with the needs of internal staff and external contacts, the ability to build relationships with a variety of personalities is essential. Strong organisational skills and the ability to multi-task with a calm manner will be key to your success. A cheerful & positive disposition with an adaptable and willing attitude towards their working day is fundamental.

Our benefits

To reward your hard work and commitment we offer both core and flexible benefits, a competitive salary, and industry-leading training and development to support you throughout your career.

Core benefits

• Private medical scheme
• Life Assurance
• Income protection
• Electric car salary sacrifice scheme
• 25 days annual leave, increasing to 30 with the length of service
• Contributory pension scheme
• Employee Assistance Programme
• Enhanced Paternity, Maternity & Shared Parental Leave
• Season Ticket Loans
• Professional membership subscription
• Flexitime

Flexible benefits

• 9-day fortnight – the firm offers all employees the option to work a 9-day fortnight
• Hybrid Working – activity-based approach
• Employee stock purchase plan – a voluntary program that allows eligible employees to purchase Tetra Tech common stock at a 15% discount
• Holiday buy & sell up to 5 days
• Study Assistance
• Cycle to work scheme
• Employee Referral Scheme
• Sabbatical Leave
• Other flexible benefits include gym and retail discounts, travel & dental insurance, and GAYE (Give as you Earn)
• Flexible working - We’re happy to discuss flexible working.  There is no obligation to raise this at the application stage but if you wish to do so, you are welcome to.  Flexible working will be part of the discussion at the offer stage

How to apply

To apply simply complete a CV profile and submit your application, or for further information please contact viktoriyaleakey@hoarelea.com

Diversity, equity, and inclusion

We are committed to being a place where underrepresented individuals and communities are not just included, but where marginalised knowledge and experience is valued, amplified, and harnessed. So, we strongly encourage applications from candidates of all backgrounds, including women, people of the Global Majority, LGBTQ+ individuals, disabled people, neurodivergent people, and those from all other underrepresented or marginalised groups. To learn more about our approach to diversity, equity, and inclusion, see our DEI strategy.

Adjustments and accommodations

If there are adjustments or accommodations that we can put in place to ensure you can participate and give your best at any stage of the recruitment process (whether relating to disability, neurodivergence, or anything else) please let us know.

Flexible working

We are committed to enabling a healthy work-life balance for all employees. So, we welcome applications from candidates seeking flexible working arrangements to suit their particular needs and lifestyle, including part-time, term-time-only, and remote working.

Data privacy

We have updated our terms and conditions for candidates, https://hoarelea.com/app/uploads/2024/08/Candidate-Privacy-Notice-August-2024.pdf