Team Administrator - London

Location: Newmark – West End, London

Working Pattern: Hybrid – Minimum three days per week in our West End office

About the Role

We are looking for a proactive and highly organised Team Administrator to join our Planning & Development (P&D) team.

This is a varied and fast-paced role that is central to the smooth running of the team. You'll provide high-quality administrative support across the department, helping to coordinate business activities, manage workflows, support financial processes and ensure day-to-day operations run efficiently.

Working closely with colleagues across the business, you'll be someone who enjoys building relationships, solving problems and managing multiple priorities. As part of our hybrid working model, you'll be required to work from our West End office a minimum of three days per week.

What You'll Be Doing

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• Providing high-quality administrative support across the P&D team, working collaboratively with colleagues to ensure the department runs efficiently.
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• Coordinating diaries, meetings and schedules, including arranging meeting rooms, organising refreshments and supporting internal and external meetings.
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• Updating team schedules, maintaining trackers and producing reports as required.
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• Responding to telephone and email enquiries, directing queries and ensuring they are dealt with promptly.
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• Producing, formatting and proofreading reports, letters and other business documentation.
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• Supporting the coordination and recording of business development activity.
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• Assisting with timesheet completion and maintaining accurate internal records.
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• Supporting the monthly billing process by liaising with Finance, Compliance and the Billing Coordinator to ensure invoices are raised accurately and on time.
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• Preparing invoices and maintaining an understanding of purchase orders, fee information and basic accounting processes.
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• Assisting with contract administration and sub-consultancy arrangements, working alongside the Compliance team.
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• Handling confidential documentation, including contracts and non-disclosure agreements (NDAs), with professionalism and discretion.
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• Ensuring compliance with company policies and administrative procedures.
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• Supporting credit control activities by liaising with internal teams regarding outstanding invoices and billing queries.
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• Managing general office administration, including electronic filing, scanning, copying, binding and document management.
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• Providing support across the wider administration team and covering colleagues during periods of absence where required.
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• Identifying opportunities to improve administrative processes and contributing to the effective running of the department.
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About You

You'll be a confident administrator who enjoys working in a collaborative environment and takes pride in keeping things organised. You'll be comfortable managing competing priorities, communicating with a wide range of stakeholders and using your initiative to keep work moving.

Skills & Experience

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• Previous experience in an administrative, team support or office coordination role.
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• Excellent organisational skills with the ability to prioritise a busy and varied workload.
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• Strong attention to detail and a high level of accuracy.
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• Excellent communication and interpersonal skills.
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• A collaborative approach and willingness to support colleagues across the team.
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• Strong diary and meeting coordination experience.
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• Good understanding of invoicing, billing processes and basic accounting principles.
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• Excellent written English and document formatting skills.
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• Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
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• Flexible, adaptable and able to work effectively under pressure.
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• A proactive attitude, using initiative and a willingness to learn new skills and systems.
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This role requires attendance in our West End office for a minimum of three days each week.

No agency introductions will be accepted