Engineering Administrative Assistant

A growing business with a strong vision for the continued success, this is a rewarding role where you can help shape the next chapters of our story.

 

Why are we looking for this role?

We are a growing business with year on year growth since inception. Our service offering has expanded to support client requirements and we therefore need additional resource to support our teams in the field.

 

 

Key responsibilities:

· Support the administrative function for projects – including tender production co-ordination, project database updates, setting up project tender letters/spreadsheets, preparation and production of minutes / reports, site survey arrangements/co-ordination and provision of administrative assistance for the duration of the project.

· Appropriate document control, filing emails and attachments to relevant project folders.

· Arrange meetings for the Project Teams as needed.

· Support the Project Teams in tracking and meeting deadlines.

· Manage a project database and resource tracker with inputs from Project and Management Teams.

· Respond to external clients where appropriate, follow up with assigning actions to the Project Teams, and track closing of actions.

· Support document control process for tender and design submissions by the Project Teams.

· Assist in the management of 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 where requested.

· Balance the needs of planned work whilst reacting to ad-hoc requests and managing expectations of others through effective communication.

· Liaise with other Engineering Design Team and Admin Team members to ensure good communication and administrative operations between all parties.

· Assist with the 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 administrative support as needed, including drafting correspondence, scheduling meetings, and preparing meeting minutes.

· Assist in organising 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.

· Any other duties reasonably required of the post-holder following consultation.

 

Essential Skills for this Post:

· Experience of Project Administration, Project Coordination and/or Document Control (desirable)

· Highly proficient IT skills including competence in MS Excel, PowerPoint and Word.

· Relationship-building skills, internally with the team and with clients, suppliers and contractors.

· Ability to communicate confidently and clearly (both oral and written communication).

· Accuracy and attention to detail.

· Ability to work under own initiative.

· Excellent time management skills, ability to meet tight deadlines.

· Confident in being able to ask questions to ensure task requirements are understood.

 

Benefits:

· Company events

· Company pension

· Health & wellbeing programme

 

Application deadline: 13/07/2025.