PA​/Administrator

About Us

Hoare Lea is a human‑centric and planet‑conscious engineering consultancy. We offer intelligent and sustainable solutions to complex design challenges for the built environment throughout the UK and further afield.

We provide a wide range of engineering and consultancy services, including acoustics, air quality, building services (MEP), fire, lighting, security and sustainability to name but a few. Together, our highly skilled teams use technical expertise and problem‑solving skills to bring buildings to life. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves.

We are as committed to providing an environment where everyone can realise their unique potential. In joining Hoare Lea, you will experience a business that enriches your knowledge, supports your wellbeing, and welcomes your individuality. You’ll have the opportunity to participate in our 9‑day fortnight scheme, thriving community groups, varied social and networking events, and extensive professional and technical development schemes.

We also offer an extensive benefits package, including private medical cover, electric vehicle salary sacrifice scheme, stock options, and up to 30 days of annual leave.

Whatever your ambitions or circumstances, our aim is to enable everyone to develop their knowledge, give their best, and enjoy what they do.

We have an exciting opportunity for a PA / Administrator to join a passionate team of award‑winning professionals at Hoare Lea. The role will include both a personal assistant role to some of our directors and providing high‑quality administrative support to the team, with a strong focus on managing and actioning high‑volume inboxes. This role supports directors and engineering/consulting teams (MEP, Sustainability and Operational Assets) rather than traditional reception/front‑of‑house duties.

The position is based in our Cardiff office, but you will be joining a friendly admin team who are predominantly based in our Bristol office. The Southwest admin team is responsible for providing extensive administrative support to our engineers in the Southwest Business Unit based in Bristol and Cardiff.

• Provide administrative and PA support to our MEP, Sustainability and Operational Assets engineers, including team leaders and Directors as required.
• Organise meetings, liaising with all levels of clients and staff.
• Liaise with team members over the phone, via email and Teams and action requests as appropriate.
• Assist with report updates as required; documents can be large and complex and can involve working to tight deadlines.
• Assist the Executive PA in the execution of her duties as and when required.
• Assist in arranging client meetings, liaising with all levels of clients and staff.
• Support with the management and coordination of diaries using Microsoft Outlook.
• Manage emails and incoming mail, actioning as appropriate.
• Update and maintain group CVs for use in tender documents.
• Assist with employee inductions, liaising with Team Leaders as necessary.
• Support with travel arrangements to include trains, flights, and accommodation.
• Help prepare letters, fee proposals, capability statements, presentations, reports, and schedules ensuring they are formatted to the Hoare Lea brand; documents can be large and complex and can involve working to tight deadlines.
• Assist with the completion of expenses for the Directors.
• Answer overflow calls from the main Bristol reception at busy periods.
• Assist with organising marketing/business development functions and events.
• Support the Tetra Tech Business Coordinator with the effective running of our office and administrative duties, which might include organising catering, preparing drinks for meetings in the office, as and when required.

• Ability to prioritise, organise and multi‑task where necessary.
• Good team spirit, desire to take part and get involved.
• Ability to remain confidential and show integrity.
• Confident communicator in both written and verbal with strong interpersonal skills – must be able to deal with individuals at all levels.
• Ability to manage…