• Project / Office Administrator

    Job Locations UK-London
    Job ID
  • Overview

    Fueled by a dedicated workforce, AMERESCO is the premier sustainability partner providing energy efficiency and renewable technology solutions. From conservation to renewable energy generation, Ameresco employees have developed and implemented over $5 Billion in energy savings solutions that help our customers utilize clean and sustainable resources.


    Ameresco is seeking a Project/Office Administrator to provide support in all aspects of project administration and co-ordination with the project managers, project engineers and commissioning team. Provide clerical and administrative functions to support the orderly functioning of the office environment. The role plays a vital part in the running of the business.


    Work alongside our project teams to coordinate project activities and plans, manage schedules, arrange assignments and communicate progress to all team members.

    • Assist the Project Team with different project related tasks in an efficient manner.
      • To plan the project activities as per the scope and budget requirements.
      • To gather resources for the projects by coordinating with different suppliers and contractors.
      • To set meeting agendas, book meeting room and take meeting minutes and follow up on all actions agreed.
      • To develop and distribute all required project documentation.
    • Schedule project activities in association with the project managers and ensure that these activities are carried out within the defined timelines.
    • Arrange travel and accommodations for client and site visits. 
    • Using the company’s financial systems, maintain Project Financial reporting sheets including reviewing/ logging of supplier/contractor invoices, client invoices and financial templates. This will also involve close with Finance Team members. 
    • Meet and greet visitors on behalf of the company and arrange any hospitality requirements.
    • Support Directors and Vice President in the preparation and distribution of management meeting materials and coordinate management meeting calendar.
    • Perform administrative functions, including handling incoming calls to business line and directing them to team as required, drafting and typing letters, memos and other documents.
    • Handle conference and meeting room bookings.
    • Coordinate travel arrangements within Company travel policy, utilising Company approved systems – Statesmen and Concur. Assist with the organisation of internal and external events.
    • Manage office supply budget and stock control and ordering of supplies, including stationery, office sundries, stamps, kitchen supplies, etc.
    • Negotiate deals with suppliers including mobile phone contracts, telephone system, stationery, etc.
    • Maintain all employee Human Resources files, including personnel files, contracts, job descriptions, annual leave and sickness records. Liaise with Ameresco HR in the US to ensure they have all required files and documents. Support any requests for documentation or other tasks from Ameresco HR. Ensure that all HR matters and files are treated in the strictest confidence at all times.
    • Promote staff development and training by coordinating Lunch & Learn calendar (Internal and External – New Technologies and Vendors). Keep all documentation and assist in preparing and maintaining the Vendor and New Technologies contact lists.
    • Maintain training records and coordinate with employees as required, including reminders, etc.
    • Direct, coordinate and plan essential central services such as maintenance, mail, achieving, cleaning, catering, security, waste disposal and recycling. Maintain the condition of the office and arrange for necessary repairs. Ensure that all office equipment is in working order.
    • Coordinate health and safety requirements with the building management and communicate safety items to the staff. Ensure that Ameresco’s H & S policy and procedures are up to date and communicated to staff.
    • Ensure statutory insurances (liaise with Finance Team) are up to date and displayed as required by regulations.
    • Act as Fire Warden and First Aider. Respond appropriately to emergencies or urgent issues as they arise and dealing with the consequences. 


    Minimum Qualifications:

    Bachelor Degree or equivalent in Business, English or related field Project Management qualifications, certifications, or diplomas is an asset.
    Right to work in the UK required.


    Additional Qualifications:

    Superior organisational, project, time management, and resource planning skills. 
    Detail oriented, punctual and professional.
    Proven ability to effectively manage multiple priorities in a dynamic, fast paced work setting. 
    Prior experience within energy, engineering, or commercial construction project environment preferred.

    Advanced MS Office computer proficiency: Excel, Word, Power Point, Outlook required. 

    Adobe, Visio, Illustrator, Sharepoint, CRM experience preferred. 

    Excellent verbal, written, computer and interpersonal communication and presentation skills.


    Interested individuals are encouraged to respond directly to AMERESCO: please submit your resume directly via: http://careers.ameresco.com for immediate and confidential consideration. 


    An award-winning industry leader, AMERESCO challenges the brightest, most talented and creative individuals in the industry by providing an environment that embraces initiative, diversity, and achievement along with comprehensive rewards, including people-oriented insurance, investment, and incentive plans.



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