Team Administrator

Location: Bristol
Salary: Competitive, according to skills and experience


Waterman is an engineering and environmental consultancy operating across the UK and working on an exciting range of development projects.  We are offering a predominantly office based role in our Bristol office to provide secretarial and administrative support to the WIE technical teams.

The successful candidate should have:

  • At least two years of prior experience of working in a similar role
  • Passion for excellent customer service, great communication (verbal and written English) and excellent people skills
  • A proactive, cheerful, and resilient disposition
  • A high level of accuracy and attention to written detail
  • Excellent organisational skills
  • Excellent working knowledge of Microsoft Office suite (i.e., Word, Excel, PowerPoint and Outlook)

Main duties & responsibilities

Duties and responsibilities of the Administrator are as follows:


  • Support project managers in the production of accurate Sales Invoices;
  • IMS/JSox – Project Set up and Maintenance – Use Agresso Financial Management system to accurately create new projects, create various financial reports. Update budgets/costs of project and work orders as requested. Ensure Compliance with JSox financial protocol and controls
  • Liaising with suppliers, subcontractors and raising purchase orders in Agresso

Business Development

  • Liaise with external companies to coordinate CPD arrangements

Project/Commercial Management

  • Maintain and regularly update the Microsoft Outlook Calendar for the regional teams;
  • Integrated Management System (IMS): Quality and Environmental Management systems: ensuring quality system is adhered to within your teams and that the appropriate files are up to date. Responsibility also for completing project QA forms with relevant staff.
  • Liaise with Facilities Management on general office supplies and office equipment maintenance;
  • Assist with the completion of supplier questionnaires and liaise with the various departments (Accounts, H&S, Legal) as required
  • Maintaining the software requirements within WIE and liaise with IT department
  • Hotel, hire car and courier bookings
  • Monitoring equipment sign in/out logs and calibration logs

Technical Support & Compliance

  • Maintain the required training records on the Agresso system in support of the project management requirements of your team.
  • Typing/formatting of general correspondence, for example letters, memos and meeting notes – distribute, dispatch and file, as appropriate.
  • Reports and plans: formatting, photocopying, collating and binding of reports in line with IMS requirements, quality checks and presentation procedures.
  • Maintain electronic project files, filing and other related documentation, in line with IMS procedures, as detailed on the Waterman Intranet. Archive projects when completed.
  • Meetings: facilitate meetings with clients at Waterman offices – pre-book meeting rooms, notify Facilities Management and order/provide lunch/refreshments (where appropriate) and provide a meet and greet service on arrival. You must ensure that the meeting room is cleared once the meeting has finished.
  • Help provide induction and off boarding to new starters and leavers in line with JSox and IMS procedures.
  • Answer switchboard calls and take office deliveries.

Health and Safety

  • Completion of in-house health and safety training;
  • Order PPE through Facilities Management;
  • Report any Health & Safety issues to your Director, Facilities Management or Office H&S Manager;
  • Monitor stocks of paper, toner and plotter cartridges ordering before stocks are too low.
  • Monitor first aid training requirements (new starters and renewal training).


Due to the COVID-19 pandemic, interviews may be carried out online or face-to-face, where considered appropriate. The continued safety and welfare of our staff and potential staff remain a priority. We have a covid risk assessment in place for all of our offices, which remain open for staff and visitors, in accordance with the specific government guidelines in place for each region.

Apply for this position

Any personal information provided as part of your application will only be used and stored for recruitment purposes, or in the course of your employment, if successful, in accordance with our applicant privacy notice and UK data protection laws.