EGIS vacancy search engine

Office Administrator


Vacancy details

General information

Organisation

Egis is a global consulting and engineering firm working in construction, transport and mobility services. Our mission: create and operate intelligent infrastructure and buildings to further the transition to a low-carbon economy and contribute to more balanced and sustainable territorial development.
To support our growth dynamic, we offer a wide variety of career opportunities in more than 120 countries.
Joining our Group and its 16,000 employees means, above all, sharing our values as a people-first company, strongly committed to sustainability and innovation.

  

Reference

2022-8015  

Position description

Job title

Office Administrator

Contract type

Permanent contract

Business Line specific context

Egis is a leading global consulting, construction engineering and operating firm. We work hand-in-hand with our clients, across every aspect of transport, energy and the built environment to build a more balanced, sustainable and resilient world. The Egis Group has more than 50 years of experience and a team of 16,000 employees in over 100 countries around the world. Joining our Group means, above all, sharing our values as a people-first company, strongly committed to sustainability and innovation.

 

In the UK we're proud to be delivering some of the most iconic projects which help connect people, protect our environment and meet emission reduction targets. From motorways to tramways, nuclear power plants to smart cities, clients choose us to help them solve their most complex challenges - delivering climate-responsible growth that meets the needs of communities, industry and the planet.

 

Galson Sciences Limited (GSL) is a dynamic consultancy and research company, specializing in radioactive waste management, surface, near surface and geological disposal and decommissioning worldwide.  GSL joined the Egis group in April 2021



We are seeking to recruit a highly motivated person to work as part of our administrative team. You will report to the Head of Administration and provide support to a group of about 25 technical consultants. This is an exciting time at Galson Sciences, full of growth and opportunity after we joined Egis Group in 2021. 


Job description

The right candidate will facilitate the smooth running of the office, and enjoy organising people, information, and other resources. You will work closely with several partners throughout the wider Egis Group to facilitate our continued integration project. From booking travel arrangements or completing a report for month end, to writing company policies or inputting data, the support you provide will be varied and valued. You will have great interpersonal skills, high attention to detail and accuracy, and a proficiency for multi-tasking. 

 

 You must be a self-starter, energetic and highly organised and enjoy being needed. You’ll handle requests to book travel for our staff and be responsible for managing and ordering office supplies. 

 

You’ll initiate, organise and co-ordinate office events from staff meetings, lunchtime presentations, workshops, and team-building events, through to company social and Christmas party events. 

 

You should be computer literate particularly with Microsoft Office, have experience in providing administrative support to numerous staff and be able demonstrate that you are both good at it – and enjoy it. 

 

Your role will vary from day to day, as you will be responsible for undertaking a wide range of tasks and functions including general office communications, health and safety, and support to the Office Manager and Finance Manager. Our admin support team works collaboratively to ensure a continuous level of support for our Managing Director and consultant staff. 

 

Key responsibilities: 

 

  • Procurement (stationery, kitchen and cleaning supplies, refreshments for meetings, IT hardware and software etc) 
  • First point of contact, both on the phone and in person 
  • Making staff travel and accommodation arrangements 
  • Supports the Office Manager with arranging weekly staff meetings/presentations and company social activities 
  • Assisting project consultants as required with bids and project work, and review of databases 
  • Maintaining and managing filing systems and libraries 
  • Preparation of monthly staff timesheets and periodic staff resource planning 
  • Liaison between GSL and partners within the wider Egis Group (parent company) 
  • Supporting the Finance Manager with entering data for expenses on to the finance system (currently Xero) or with periodic reporting to Egis 
  • Supporting the Quality Assurance Manager to ensure that various office activities are in accord with the ISO-9001:2015 standard 
  • Maintain project quality records, supporting the completion of semi-annual internal Quality Assurance audits 
  • Annual review and maintenance of company policies, including drafting updates for review 
  • Any other duties as may be determined from time to time. 

Profile

Working Hours:  

 

Monday-Friday, up to 40 hours per week, flexibility available. 

 

 

We are committed to our planet

 

In each project we design, engineer and operate we care deeply about the legacy we’re leaving behind. As part of our team, you’ll have a unique opportunity to use your skills and expertise to shape a better future for our communities in the UK, and all around the globe.

 

Our commitment is translated in the work carried out by our Egis Foundation, which funds concrete actions to address the climate crisis and is focused on educational and social initiatives that will help in the responsible and sustainable shift towards a sustainable world.

 

We work hard but we understand the benefits to our staff, our clients and ourselves that a healthy work-life balance brings. We provide a professional, friendly and supportive working environment, supported by our technology, to enable flexible working whether in the office, from home or on the move. In addition to valuing family life, we have an active in-house social programme catering for a range of interests.

 

Equality, Diversity and Inclusion

 

We are an Equal Opportunities employer and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds, regardless of age, disability, gender, gender identity, gender expression, race, religion or belief, sexual orientation, socioeconomic background, and any other protected characteristic. If you decide to apply for an opportunity with us, your application will be assessed based purely on your experience, the essential and desirable criteria, and your suitability for the role. We value each and every one’s contribution as this builds our culture and means that if you work with us, you will be included, listened to, and respected.

Position location

Job location

Europe, United Kingdom

City

  Oakham

Candidate criteria

Minimum level of education required

0-Without graduation

Minimum level of experience required

N/A