Project and Office Administrator

Industry Sector:
Building Services Jobs, Environmental Sustainability Jobs
Job Category:
Administration/Clerical, Customer Support/Client Care, Project Management
Job Type:
Education Level:
Diploma, some college completed
£20,000 to £28,000 per annum
Start Date:
Ricardo Energy & Environment
Job Ref:

Role: Project and Office Administrator

Location: Bristol

Salary range: �20'000-�28'000

Role ID: 2022-1487

Our vision is to create a safe and sustainable world

Ricardo plc is a world-class environmental, engineering and strategic consulting company listed on the London Stock Exchange. With over 100 years of engineering excellence, we provide exceptional levels of expertise in delivering leading edge and innovative cross sector sustainable products and solutions, helping our global customers increase efficiency, achieve growth and create a cleaner and safer future.

Our Energy and Environment business unit combines energy, climate change, environmental and chemical risk expertise with strong IT and economics capability.

We are currently looking for a versatile Project / Office Administrator to join our Environmental administration team. The successful candidate will play a key role in supporting the Operations Managers and Project Managers in the effective set up and delivery of their projects within the Environmental & Evidence Practice.

Key responsibilities

The ideal candidate will be prepared to take on a wide range of duties in support of colleagues. These will typically include:

* Project administration tasks including:

Assisting with project set up (project filing systems, registering suppliers, forecasting project invoicing, project compliance checks and setting up project meetings/review
* .Support on CRM (sales funnel system), adding new opportunities to the database, checking integrity, and answering ad-hoc queries into our central mailbox
* Assist Project Managers to gather feedback from clients and update our central database
* Checking contract values against invoice forecasts
* Office Management administration taskis including:
* Assisting our Facilities Manager and QSHE Manager on office tidiness, maintenance and health & safety issues including oversight of cleaners
* Ordering office supplies – stationery, catering, milk, etc.
* Booking in visitors and managing parking allocations
* Carrying out office inductions for new starters
* Matrix system admin support (Office desk booking system)
* First point of contact for the landlord
* Arranging and receiving deliveries/couriers and directing them appropriately, and helping manage custom declarations for international transport
* Organising social events for the office
* Assisting with travel bookings and international travel risk assessments
* H&S and Equipment administration, including:
* Arranging, attending and minuting monthly meetings
* Purchasing equipment for our air quality and water monitoring teams
* Keeping records e.g. equipment maintenance, licenses for dangerous goods
* Carry out monthly H&S tests – lighting checks, water temperature tests
* Point of contact for annual H&S checks – fire extinguishers etc.
* Point of contact for air conditioning maintenance

Key competencies and experience

* Previous administration experience
* Strong organisational skills, with the ability to prioritise a varied workload, balancing the needs of various departments
* Proven ability to take ownership of tasks
* Competence in MS office applications, particularly Microsoft excel
* Experience with systems such as Agresso and Microsoft Dynamics is beneficial but not essential but the candidate must have the ability to understand financial data to extract/update information

Skills & Behaviours

* Have personal pride and confidence in portraying a professional image in the role
* A methodical approach, with good attention to detail are vital
* Be comfortable juggling a variety of tasks in a sometimes fast-paced operational environment
* Excellent communication skills
* Strong relationship building skills, ability to work with a wide range of people across the organisation
* Keen to learn new systems and processes
* Ability to identify improvements to the role and internal processes to improve efficiency.

Working here

Ricardo is an exciting and rewarding place to work and you have the opportunity to make a difference. You will work with teams of talented, dedicated, and supportive individuals. Alongside having a fantastic opportunity to develop your career with us through our broad range of projects, mentoring opportunities and a personalised approach to your learning and development. We are always keen to hear from people who have driven, ambition and a flair for innovative thinking.

Wellbeing and work life balance

We offer flexible approaches to work, whether that's working from home, being in the office, or as a hybrid worker. We're happy to discuss flexible working arrangements. Wellbeing is at the core to our culture, allowing employees to flourish and to achieve their full potential. Our People are important to us, and we take pride in our wellbeing programmes and policies that support individuals including flexible working, carers policy, mental health first aiders and readily available support through our extensive Employee Assistance programme.

Diversity, Equality and Inclusion statement

We are an Equal Opportunity Employer, we believe in each person's potential, and we'll help you reach yours. We have an ambitious diversity, equality, and inclusion approach as explained here. We value diversity; recognising that a more diverse workforce creates a richer and more varied working environment. Diversity also drives innovation, by allowing us to offer our clients the best consultancy service that we can. As part of our commitment to engage positively and pro-actively with all our employees and ensure an inclusive culture, we are a recognised as a 'disability confident' employer.


Our core benefits include 25 days' annual leave, plus 8 flexible bank holidays, a competitive company pension scheme, life assurance and professional subscriptions reimbursement. We also offer a wide range of flexible benefits to suit your lifestyle.

Once you have submitted your application a member of our Recruitment Team will be in touch. Please be aware that the timing can vary dependent on the volume of applications that we receive for each role and in some cases, we may start to review applications prior to the closing date.

Closing Date:

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