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Posted: 08.11.2023
Closing Date: 21.12.2023

Team Administrator and Office Coordinator


Are you a skilled Administrator seeking an exciting opportunity to contribute to the success of leading construction projects? We are actively looking for an individual to join our team of over 200 professionals, delivering expertise across a wide range of sectors.

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About us:

Stace is a leading property and construction consultancy delivering technical professional services. As a Partnership, we are proud to be recognised as an independent practice, involved with key projects across the UK.

Our people are the heart of Stace. As an equal opportunities employer we believe in hiring a diverse workforce and sustaining a people focussed culture with an inclusive and forward-looking environment.

Positive wellbeing is a key priority for us. It has always been our ambition for Stace to be more than just a place where you come to work. To support our employees’ positive wellbeing, we provide a wellness package and a flexitime policy. Additionally, we have a Diversity & Inclusion steering group and a network of qualified Mental Health First Aiders across our office locations.

As a team, we are committed to going beyond the delivery of our consultancy services. Therefore, we have in place a Responsible Business Strategy that focuses on our environment, communities, and people. As part of this, we provide our people with one day per calendar year to support a cause that is meaningful to them.

The culture and values set at Stace are focused on our purpose – Together, We Deliver.

The role:

Reporting to the Birmingham Project Management Partner, this key role is to provide effective and comprehensive administrative and technical support for the Birmingham Project Management team as well as general housekeeping of the Birmingham office.

As a Team Administrator and Office Coordinator you will be capable of working in all areas of administration support, including but not limited to:

Admin Support:

  • Provide a contact point for Birmingham administrative issues.
  • Facilitate (Event Planning and Management) for informal and formal meetings/events/functions specific to the Birmingham office.
  • Assisting the Marketing team with events/functions and the upkeep of contact database
  • Assisting with switchboard duties, liaising with contacts and taking messages
  • Providing general support to the technical team, including producing and issuing of letters, emails, electronic calendar invitations, minutes, presentations, submissions, contract documents, reports, cost plans, cashflow and invoice trackers
  • Supporting with implementation of the Quality Management System; folder structure, templates, filing
  • Arranging trains and hotels for colleagues
  • Supporting the incoming and outgoing post, including special delivery items and couriers using relevant documentation/procedures
  • Organisational duties and archiving for the team as a whole.
  • Tracking fee projections and ensuring timely issue of invoices
  • Populating schedules, trackers and managing data collection including logging any new information

Office Support:

  • Liaise with Building Management regarding maintenance and housekeeping within the communal areas of the building (i.e., toilets)
  • Liaise with internal and external contacts regarding upkeep and maintenance of the office environment (i.e., IT, office logistics and aesthetics)
  • Direct upkeep and maintenance of the office environment (i.e.: equipment, supplies, biophilia)
  • Collate and report on metrics in connection with our Quality Management System (i.e., energy and resource usage, waste generated etc.)
  • Requesting and chasing contractors regarding works necessary on the office floor.
  • Carry out inductions for all new Birmingham staff on their first day of employment, manage and assign lockers, PPE etc

Partner Support:

  • Providing administration support and formatting of minutes, presentations, submissions, bids, reports etc. in the standard format.
  • Maintaining diaries, ensuring coordination across multiple accounts, arranging/coordinating meetings, booking meeting venues, travel arrangements etc
  • Tracking and progress chasing the completion of actions from internal and partner meetings.
  • Tracking and prompting client engagement, keeping client contacts up to date within HubSpot.
  • Support in completing expenses via Pleo, including uploading receipts and inserting details.
  • Assisting with tracking fee projections and timely issue of invoices
  • Managing team personal development (appraisal tracker), liaising with HR to ensure the database is kept up to date and PPDRs scheduled in a timely manner completed with PPDR forms returned.

These duties and responsibilities are indicative and not exhaustive; therefore we would expect you to adopt a flexible approach to your role.


  • Efficient typing skills
  • Excellent communication and interpersonal skills, both written and oral; with a good telephone manner
  • Excellent organisational and administrative skills with the ability to multi-task effectively
  • High levels of attention to detail
  • Ability to prioritise workload and meet targets/stringent deadlines with a flexible attitude to work
  • Proficient in IT and using software including; Microsoft Outlook, Word, Excel, PowerPoint SharePoint and Adobe Acrobat. Experience with Adobe Design Suite, Photoshop and Dotmailer would also be beneficial. Ability to adapt and use new applications including technical applications such as Kato.
  • Ability to work on own initiative with minimum supervision
  • Ability to communicate confidently with clients and colleagues
  • Ability to work within a team effectively
  • Ability to maintain confidentiality

Join Our Team:

We value innovation, collaboration, and continuous improvement, and we offer a supportive and engaging work environment where your skills and contributions will be recognised and rewarded.

As a part of our team, you will have the opportunity to work on diverse and exciting projects, sharpen your professional skills, and grow your career within a forward-thinking company.

If you are a dedicated Administrator seeking a challenging and rewarding opportunity, we encourage you to apply today. Join our team, where your talents will make a real impact on the success of our projects and the satisfaction of our clients.

To apply, please submit your CV, along with a cover letter detailing your relevant experience and why you are the ideal candidate for this position.

As an equal opportunities employer we welcome applications from all backgrounds, minorities and those who consider themselves to have a disability.



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