Administrator – Client Coordination Support

Key Responsibilities

• Coordinate and book consultant travel (rail, flights, taxis, car hire) and accommodation in line with project requirements and company policies.
• Ensure cost-effective booking decisions aligned with client budgets and agreed proposals.
• Maintain accurate and organised records of all bookings, confirmations, and receipts.
• Reconcile travel expenses and support budget tracking against project allocations.
• Act as the first point of contact for consultant travel queries, amendments, and last-minute changes.

Project & Budget Support

• Monitor project-related travel and logistical costs to ensure alignment with client proposals and agreed budgets.
• Flag any potential overspend risks to the Head of Client Coordination in a timely manner.
• Maintain accurate internal trackers for bookings, project costs, and related administrative data.
• Support reporting on travel spend and coordination metrics where required.

NUC Collection & Delivery Coordination

• Support Client Coordination with the collection and delivery of NUC equipment for consultancy engagements.
• Liaise with consultants and clients to ensure timely dispatch and return of equipment.
• Maintain accurate records of equipment movements and ensure compliance with internal asset tracking processes.

Client & Consultant Support

• Provide ad-hoc support to the Client Coordination team, including:
• Data entry and CRM updates
• Inbox management support
• Drafting and sending client-facing emails
• Assist consultants with queries relating to bookings, logistics, and project administration.
• Ensure a professional and timely internal customer service experience.

Client Asset Management

• Manage and maintain accurate records of client-owned and company-owned assets.
• Track allocation, usage, and returns of equipment.
• Ensure proper documentation and accountability procedures are followed.
• Support periodic audits of equipment and assets.

Skills & Experience

Essential

• Strong working knowledge of Microsoft Excel (including trackers, formulas, and data organisation).
• Excellent attention to detail and accuracy.
• Strong organisational and time-management skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Confident communicator, both written and verbal.
• Proactive approach to problem-solving.
• Ability to work independently while supporting a wider team.

Desirable

• Previous experience in an administrative, operations, or coordination role.
• Experience booking corporate travel.
• Experience using CRM systems or project tracking tools.

Personal Attributes

• Highly reliable and dependable.
• Process-driven with a structured working style.
• Calm under pressure and able to manage last-minute changes.
• Service-oriented with a strong internal customer focus.