Project Administrator - London


About Us

As building services engineers, we combine creativity and engineering to design innovative, elegant and sustainable buildings in the UK and overseas. For over 50 years we've brought this approach to projects of all sizes across all building sectors. Our portfolio includes award winning buildings and internationally renowned landmarks, and we have had one of our projects feature on the shortlist for the coveted RIBA Stirling Prize in each of the last three years.

We have also been recognised as a good employer, with regular entries in the Building Magazine Good Employer Guide and have previously been awarded the Chartered Institute of Building Services Engineers medium-sized Employer of the Year Award. We have also held the Diversity and Inclusion Champion award from The Association of Consultancy and Engineering.  We are a Living Wage Employer.

We offer a different sort of working environment. What makes us different is that our innovative approach to building design also extends to the way in which we run our business. The Practice is owned by the people who work for us, and our unique approach to ownership and governance puts trust and transparency at the heart of how we operate.

About You

Having an interest in the work that we do is very important. The right person will care as much about the service we provide to our clients, as providing consistent, quality administration for our projects. 

You will enjoy looking for opportunities and ways of collaborating to get things done. You will be keen and motivated to take responsibility for coordinating the daily flow of digital information between the project team members, and across numerous different projects, often across the offices. 

Being a team player who can instil confidence within a multi-talented team is critical to the success of this role. 

About the Role

This varied role is based in our London Office, but will involve working with other people in all our offices, and so the ability to build good working relationships is essential. You will be very familiar with Microsoft Office suite, really organised, and a natural people-person who is keen and willing to work collaboratively and look for opportunities to be involved at a group level, and Practice-wide.

The role requires close attention to detail in order to organise, update and maintain regularly-changing project related information across a number of internal applications.  It requires an articulate and diligent person who can combine strong administrative skills with drive and enthusiasm for helping our engineers deliver our client’s projects.

A proactive approach is important, as is the requirement to be an excellent communicator who is willing to help organise meetings, make bookings, and support project engineers in the successful delivery of their work.  Some experience of working in a similar office environment is desirable, but not essential.

Key areas of responsibility and activity include:

Project Administration:

  • Maintaining and tracking live project information, monitoring incoming project emails, and facilitating information flow between design team members
  • Setting up new jobs using internal systems and software applications
  • Online document control, using FTP and document management sites to upload and download information, and distributing as required for each project
  • Excellent data management, diary organisation,
  • Being a point of contact for internal and external clients and project team members, providing a helpful interface in the absence of colleagues.
  • Using 2D and 3D drawing software to prepare documents for issue to external recipients

Other Duties include:

  • Occasional event organisation
  • Working with the team of Group Administrators to coordinate and provide occasional administrative cover for other groups during absences and holidays
  • Booking travel and making arrangements for attendance at conferences
  • Coordinating and taking minutes at meetings
  • Arranging utilities surveys
  • Helping to answer telephone calls when necessary
  • Administration of site safety letters and Client Questionnaires (KPI’s)
  • Attending Practice Administration coordination meetings and taking minutes as necessary

The hours of work will be 9.30am to 5.30pm, Monday to Friday. However, some reasonable flexibility would be expected in the case of closing project deadlines.


  • Excellent growth opportunities for your personal and career development in a knowledge driven environment
  • Interesting and technically challenging projects
  • An inclusive culture and cooperative environment
  • Opportunities for involvement in business-running activities
  • Flexible working arrangements
  • Competitive pay and employee bonus
  • Future opportunities for Partnership
  • Six weeks holiday (including Bank holidays)
  • Max Fordham Pension Scheme
  • Other benefits include generous paid parental leave, sick pay, and treatment pay


£25,500 - £29,500


 9th August 2021


This position is available for an immediate start.

If you are interested in working with us, we are very keen to hear from you. In addition to providing your CV, please apply with a conversational letter that tells us your current salary expectations, and how your skills match our criteria and your interests align with our Practice vision.

Please use this link to apply.

If you have any additional queries, please contact Anya Hadden at You will also need to demonstrate how you are eligible to work in the UK.