Administrative Support Officer

Halliwell’s global multidisciplinary experts provide reliable, independent technical evaluations to help clients make confident, informed decisions. From assessing complex failures and evaluating damage to developing cost-certain repair and replacement strategies, Halliwell delivers high-quality technical advice and actionable solutions that bridge the gap between complex damage and functional recovery.The Administrative Support Officer provides essential administrative, organizational, and operational support to ensure the efficient day-to-day running of Halliwell. The role is responsible for coordinating office activities, managing documentation, supporting client communications, maintaining accurate records, and assisting with project administration, finance, and business operations. The successful candidate will play an important role in enabling Halliwell’s technical teams to deliver professional, timely, and high-quality services to clients.Essential duties and responsibilities:General Administrative SupportProvide day-to-day administrative support to management, consultants, and technical teams.Manage incoming and outgoing correspondence, telephone calls, emails, and general enquiries.Prepare, format, proofread, and distribute letters, reports, presentations, and other business documents.Maintain organized electronic and physical filing systems to ensure accurate and efficient document retrieval.Coordinate meetings, appointments, calendars, and internal communications.Assist with travel arrangements, meeting logistics, and other administrative requirements.Monitor office supplies and coordinate equipment, stationery, and general office requirements.Project and Technical AdministrationProvide administrative support for technical assessments, investigations, consulting assignments, and client projects.Assist with the preparation, formatting, and distribution of technical reports, proposals, quotations, and supporting documentation.Coordinate project documentation, photographs, inspection records, and other relevant materials.Maintain accurate project records, databases, and document registers.Assist with tracking project deadlines, deliverables, appointments, and reporting requirements.Support the coordination of site inspections, client meetings, and consultant schedules.Ensure project documentation is appropriately organized, version-controlled, and stored in accordance with company procedures.Liaise with technical consultants to obtain information and assist with the timely completion of administrative tasks.Client and Stakeholder SupportAct as a professional first point of contact for clients, suppliers, contractors, and other stakeholders.Respond to routine enquiries and direct technical or complex matters to the appropriate team members.Assist with client onboarding, engagement documentation, and maintaining client contact records.Coordinate communications between clients, consultants, and internal departments.Provide timely follow-up on outstanding documents, approvals, and administrative requests.Maintain a high standard of customer service and ensure all communications reflect Halliwell’s professional reputation.Finance and Accounts AdministrationAssist with preparing invoices, processing expense claims, and maintaining financial records.Support accounts payable and receivable processes, including tracking outstanding invoices and payments.Assist with purchase orders, supplier invoices, expense reconciliation, and general financial administration.Maintain accurate records of project costs, timesheets, expenses, and other financial information as required.Liaise with clients and suppliers regarding routine billing and payment enquiries.Support the preparation of financial reports and administrative information for management.Handle financial and commercial information confidentially and in accordance with company procedures.Data Management and Record KeepingMaintain accurate client, supplier, employee, and project information across relevant systems.Enter, update, and verify information in databases, spreadsheets, and document management platforms.Ensure records are complete, accurate, accessible, and appropriately maintained.Assist with compiling operational reports, project summaries, and management information.Maintain confidentiality and comply with relevant privacy, data protection, and information security requirements.Identify opportunities to improve administrative processes, record keeping, and document management.Office Operations and Team SupportAssist with the coordination of office operations and ensure administrative processes run efficiently.Support the onboarding of new employees by coordinating documentation, equipment, and administrative requirements.Assist with maintaining internal policies, procedures, registers, and administrative records.Coordinate internal meetings, training sessions, and company events as required.Provide support with health and safety documentation, compliance records, and other operational requirements.Assist management with special projects and other administrative duties as required.Contribute to a positive, collaborative, and professional working environment.QUALIFICATIONS:Certificate, diploma, or relevant qualification in Business Administration, Office Administration, or a related field is advantageous.Previous experience in an administrative support, office coordination, project administration, or customer service role.Experience within a consulting, engineering, construction, environmental, insurance, or professional services environment is desirable.Proficiency in Microsoft Office and general office administration systems.Experience managing documents, coordinating schedules, maintaining databases, and supporting client communications.Basic accounts administration or invoicing experience is advantageous.Strong written communication, organizational, and interpersonal skills.SKILLS:Strong administrative and organizational skills, with excellent attention to detail.Excellent written and verbal communication skills.Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.Ability to prepare, format, proofread, and manage professional business documents.Strong data entry, record-keeping, and document management skills.Effective time management skills and the ability to prioritize multiple tasks.Strong customer service and interpersonal skills.Ability to coordinate schedules, meetings, appointments, and project documentation.Basic understanding of invoicing, accounts administration, expense processing, and financial record keeping.Ability to learn and use business systems, databases, and project management software.Strong problem-solving skills and the ability to work independently when required.Ability to maintain confidentiality and handle sensitive business, client, and financial information appropriately.A proactive approach to identifying administrative improvements and supporting operational efficiency.Key Attributes:Organized and Methodical: Maintains accurate records, structured filing systems, and efficient administrative processes.Attention to Detail: Ensures documents, data, correspondence, and records are accurate and professionally presented.Professionalism: Represents Halliwell positively through courteous communication and reliable service.Client-Focused: Provides responsive, helpful, and professional support to clients and stakeholders.Proactive: Anticipates administrative needs, follows up on outstanding tasks, and takes initiative to resolve routine issues.Reliable and Accountable: Completes tasks accurately and on time and takes responsibility for assigned duties.Collaborative: Works effectively with management, consultants, and colleagues across multidisciplinary teams.Adaptable: Responds positively to changing priorities, deadlines, and business requirements.Discretion and Integrity: Handles confidential information responsibly and maintains professional standards.Problem-Solving: Identifies administrative challenges and implements practical solutions.Time Management: Balances competing demands and meets deadlines in a busy consulting environment.Continuous Improvement: Looks for opportunities to improve processes, systems, and the overall efficiency of the business.