Administrative Support Specialist - Supporting the Engineering Team 

• Location: Ipswich
• Job Type: Full-time

We are seeking an Administrative Support Specialist to provide high-quality administrative support to our M&E Engineers and Project Manager (Director). This role also involves document control responsibilities across all engineering teams and managing the Ipswich office operations. This position is ideal for someone with strong organisational skills, professionalism, and the ability to handle confidential information with discretion. You will be part of a vibrant, multi-disciplinary consultancy delivering projects across mission-critical sectors including Rail, Transport, Building Services, Data Centres, Nuclear, and Utilities.

Day-to-day of the role:

• Provide comprehensive administrative support across all project phases, including tender coordination, project database updates, preparation of letters, spreadsheets, reports, and meeting minutes.
• Arrange and coordinate site surveys.
• Maintain accurate document control and ensure all project-related emails and attachments are filed appropriately.
• Schedule and coordinate meetings for project teams.
• Track project deadlines and support teams in meeting key milestones.
• Manage and update project databases and resource trackers in collaboration with project and management teams.
• Liaise with external clients, assign follow-up actions to internal teams, and track completion.
• Support document control processes for tender and design submissions.
• Assist in maintaining compliance with ISO 9001, 14001, 45001, and RISQS standards.
• Book travel and accommodation for team members as required.
• Balance planned tasks with ad-hoc requests, managing expectations through clear communication.
• Collaborate with other admin and engineering teams to ensure smooth operations.
• Support daily office functions including answering phones and emails, managing correspondence, maintaining office supplies and organisation.
• Draft correspondence, schedule meetings, and prepare meeting minutes.
• Assist in organising internal events, training sessions, and workshops.
• Maintain both electronic and physical filing systems for project documentation.
• Format and edit documents to ensure consistency with company standards.
• Perform any other reasonable duties as required.

Required Skills & Qualifications:

• Experience in project administration, coordination, or document control (desirable).
• Background in engineering, ideally within MEP disciplines.
• Proficiency in Microsoft Office, particularly Excel, PowerPoint, and Word.
• Strong interpersonal and relationship-building skills with internal teams and external stakeholders.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to work independently and take initiative.
• Strong time management skills and ability to meet tight deadlines.
• Confidence to ask questions and clarify task requirements when needed.

Benefits:

• Competitive salary and benefits package.
• Opportunities for professional development and training.
• Supportive team environment.

To apply for this Administrative Support Specialist position, please submit your CV to