Administration Team Leader

Fulkrum is a global leader in inspection, expediting, auditing, and technical staffing services, delivering exceptional solutions to the energy, engineering, and construction industries for over 14 years. Headquartered in the UK, we have established a strong presence across six continents, serving more than 300 clients worldwide.

Our commitment to excellence has been recognised with prestigious awards, including the King's Award for Enterprise in International Trade (2023), the People and Competency Award at the EIC Awards (2023), and the Scale-Up Award at the WESCA North America Awards (2024). Most recently, Fulkrum was named the 2025 winner in the People, Culture & Optimisation category at the EIC North & Central America Regional Awards.

Our Houston office in the USA is currently seeking a highly motivated and experienced Administration Team Leader to join our dynamic team.

• Handle client requests for the provision of quality assurance, quality control, engineering, project support and site/office-based personnel.
• Source candidates to match client requirements and, where applicable, prepare candidates for interview (e.g. project information, commodity details).
• Liaise with clients on proposals, interviews, selection and placement of candidates.
• Issue successful candidates with information on their obligations, responsibilities and deliverables for the duration of their assignment.
• Liaise with assigned Fulkrum candidates in relation to Fulkrum contractual terms and conditions.
• Liaise with assigned Fulkrum candidates in relation to Allocation of task-related documents (ITPs, drawings, specifications, client templates, etc.).
• Liaise with assigned Fulkrum candidates in relation to Receiving, screening and submitting site reports to clients.
• Liaise with assigned Fulkrum candidates in relation to Handling client complaints and end-of-assignment feedback.
• Manage Fulkrum/candidate relationships through regular “care calls” during assignments.
• Be commercially aware when negotiating placements with candidates and clients.
• Identify and drive new business opportunities with existing and potential clients.
• Provide guidance and mentoring to Coordination Team Members and support achievement of client SLAs and Fulkrum KPIs.

• Lead by example in delivering high-quality administrative support to the regional office.
• Support the Regional / Operations / Coordination Managers with day-to-day administrative tasks and follow-up actions.
• Handle internal and external office enquiries in a professional and timely manner.
• Ensure the accuracy and upkeep of company databases and systems (e.g. IRIS), including regular input and updating of client and inspector data.
• Request and maintain up-to-date documentation from technical personnel (e.g. certificates, CVs), and ensure CVs are formatted to Fulkrum standards.
• Book and coordinate meetings for managers and colleagues, including room/virtual links and calendar invites.

• Receive and filter incoming calls, taking clear and accurate messages for those unavailable.
• Take minutes during meetings, circulate actions, and track completion where required.
• Follow up with inspectors to ensure timely submission of required documentation, reports and timesheets.
• Support QC Coordinators in managing IRIS: creating enquiries, generating and distributing reports, entering vendor/inspector feedback, assigning work packages and performing related activities as directed.
• Plan and arrange local social events and team-building activities in collaboration with local managers.
• Provide general office support, including liaison with suppliers and service providers as needed.
• Support the Accounts team with AP/AR queries and basic administrative finance tasks (e.g. chasing PO numbers, checking invoice details).

• Lead the training and onboarding of new Administration Team members and Apprentices, ensuring they understand Fulkrum systems, processes and standards.
• Support the development of existing team members in areas such as coordination support, IRIS, Microsoft applications and professional telephone/email etiquette.
• Conduct regular assessments of direct reports, identify training needs and deliver or coordinate appropriate training.
• Work with HR to develop, implement and maintain a structured training plan for the administration team and apprentice scheme, ensuring adherence and completion.
• Assist with internal audits and participate in external audits related to administration, coordination and office processes.
• Contribute ideas to improve internal efficiencies, including IRIS implementation, coordination procedures/work instructions and general office and company efficiencies.

• Provide day-to-day line management, guidance and support to administrators and apprentices.
• Allocate tasks, set clear priorities and ensure the team delivers exceptional service to internal and…