Administrator

McAllister Group; Greater London; Hybrid; GBP 25,000 - 32,000; Full time

Job summary

McAllister Group, a fast-growing infrastructure leader, is seeking an Administrator for the London office. You will provide efficient administrative support to the senior leadership team, greet visitors and handle calls, and keep the office running smoothly.

With strong organisation, discretion and accuracy, you will manage diaries, arrange travel, prepare documents and help coordinate events. Travel to other sites may be required occasionally as part of the role.

Qualifications

• Strong administrative skills and organisational ability.
• Discretion and handling confidential information.
• Support to Commercial and Operations teams as required.

Responsibilities

• Act as first point of contact for the London office – greet visitors and handle calls and emails.
• Manage incoming/outgoing post, couriers and deliveries.
• Keep reception and meeting rooms tidy and stocked; manage office supplies within budget.
• Board diaries, meetings, travel arrangements and expenses; take notes and follow up actions.
• Prepare letters, documents, reports, spreadsheets and presentations.
• Coordinate travel and accommodation; support with expense claims.
• Ensure health and safety procedures are followed and office is safe.

Skills

Administrative support

Reception duties

Diary management

Communication

Discretion

Travel arrangements

Tools

Microsoft Office

Video conferencing

Job description

McAllister, A Vortex Company, is a fast-growing infrastructure leader delivering cutting-edge trenchless technologies and turnkey services.

The Administrator provides efficient, well-organised administrative support to the London office and its senior leadership team. As the first point of contact for visitors, calls and enquiries, the role keeps the office running smoothly day to day and frees managers to focus on running the business.

The role combines general office and team administration with practical support for the Commercial and Operations teams. It requires a high level of accuracy, organisation and discretion.

1. Key responsibilities

1.1 Office and reception

• Act as the first point of contact for the London office – greeting visitors and handling telephone calls, general emails and enquiries professionally.
• Manage incoming and outgoing post, couriers and deliveries.
• Keep reception, meeting rooms and shared areas tidy, welcoming and well stocked.
• Order office supplies, stationery, PPE and refreshments within the agreed budget.

1.2 Team and management support

• Manage diaries, arrange meetings and book meeting rooms, refreshments and video calls for the senior team.
• Take notes and action points at meetings and follow up actions as requested.
• Prepare letters, documents, reports, spreadsheets and presentations.
• Arrange travel and accommodation and help colleagues with expense claims.
• Handle confidential and sensitive information with complete discretion.

1.3 Facilities and health and safety

• Act as the day-to-day contact for building management, cleaning, waste and other office service providers.
• Help keep office health and safety arrangements current, including (but not limited to) visitor signing-in, first aid and fire safety.

1.4 Events and culture

• Help organise team events, client visits and Company initiatives that reflect the Vortex Way.
• Provide general administrative support to other teams and offices as required.

2. How success is measured

• Enquiries, post and visitors handled promptly and professionally
• Diaries, meetings and travel arranged accurately and on time
• A well-run, safe and welcoming office

4. Living the Vortex Way

Everyone at McAllister is expected to live our values – We are safe We do it right We think big We win together We are driven – and our habits: always safe, always driven, always doing the right thing, always communicating and always quality.

5. General responsibilities

• Take reasonable care for your own health and safety and that of others, follow all health, safety and environmental rules, and lead by example on safety.
• Comply with the McAllister UK Employee Handbook and Company policies and procedures, including those on equality, data protection and conduct.
• Complete all required training and maintain the competence, qualifications and professional development needed for the role.
• Travel occasionally to other McAllister and Vortex offices and sites as required.
• Carry out any other reasonable duties in line with the level and purpose of the role.

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.