Team Administrator Birmingham, England
Job description
Location: Birmingham, Bradford, Bristol, Glasgow, Manchester or Reading
Department: Regional Proposals – Work winning
Role Purpose:
A new role in a national, highly motivated and successful proposals team, which is entrusted with converting opportunities into won projects. Team success relies on communicating ISG's experience, approach and brand persuasively and accurately to tight deadlines. The team of writers, designers and coordinators is at an exciting phase of its development – the first year's transition from regional to centralised working.
The successful candidate will help realise the team's vision, by providing trusted and reliable support to the Head of Proposals and maintaining effective support, systems and processes for the team. This would suit a highly organised, proactive individual who works on initiative, delivering high quality, accurate and effective support to the team and wider work winning departments. The individual will build effective working relationships at all levels and demonstrate versatility and enthusiasm to become involved in all aspects of the team activities from organising meetings and events, to system administration, and supporting content development and bid production.
Key Acountabilities:
Team activities and communications
Support the Head of Proposals, providing seamless support such as diary management, general and system administration and coordination of team meetings, events, training and related communications
Arrange approved travel and accommodation in line with expense policy
Lead administration of the workload planner, ensuring all new resource requests, leave, team holiday requests and group activities are logged, to support efficient workload allocation
Support the team's recruitment process – liaising with the Talent Team and setting up interviews
Prepare new starters and ensure their IT equipment and itinerary are in place on their first day
First point of contact for IT issues for the team
Book internal and external meeting rooms and catering as required
Arrange couriers ensuring documents reach their destination on time (occasional activity)
Maintain own filing system and subsequent archiving
Preparation of PowerPoint presentations for internal use
Bids, PQQs and tenders
Cover for PQ Editor client portal activities during annual leave such as management of portal logins and updating portal information and certificates and management of the tenders inbox twice daily, forwarding relevant information and PQQs and tenders
Occasional support for proposals managers and designers including requesting information/graphics, setting up meetings/booking rooms and proofreading.
Checking SharePoint sites for consistency in structure, to enhance efficiency and document control.
Work winning and promotional materials
Engage proactively with colleagues from different teams to understand forthcoming presentation, document and materials requirements and agree a clear brief and deadlines
Production of internal documents and presentations in MS Word, PowerPoint and if possible, Adobe InDesign
Coordinate production of work winning materials such as capability statements and presentations
Liaison with a range of business functions on production of high-quality presentations and documents.
Content management
Supporting the content manager in arranging meetings with our Enabling Departments to support information gathering for data sheets and project profiles.
Represent the Regional Proposals Team as part of a business-wide Digital Asset Library (DAL) team, taking responsibility for its system administration tasks including content upload and tagging
Administration of the CV and project profile trackers, adding new projects and owners
Arranging production of standard CVs for new or outstanding bid contributors
Skills & Experience:
Essential
Strong organisational and administrative skills
The ability to support a team of 25+ and promote a good team dynamic
Able to set up and maintain efficient team processes and systems
Confident user of Microsoft 365 Suite - Word, PowerPoint, Excel, SharePoint, etc
Good attention to quality and detail
Good relationship builder at all organisational levels
Customer Relationship Management (CRM) systems user eg 365 Dynamics
Ability to work effectively with others, clearly communicating expectations and agreeing a brief and deadlines
Able to quickly establish key information and identify beneficial solutions and outcomes
Able to remain calm and positive under pressure
Able to empathise with others and handle sensitive information with discretion
Flexible in work approach to suit different teams and team members.
Excellent standard of written English.
Desirable:
Understands bids and proposals processes or marketing and internal communications
Construction sector experience/knowledge
Our workplace strategy ‘Work for You’ includes flexible working practices such as hybrid working where employees can split their working time between work and home. We also recognise that some roles lend themselves to flexible options more than others, so if this is important to you please discuss this with your recruiter, during the hiring process.
ISG is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.
