Business Support Administrator

WSP Job Description

What if you could shape a career as unique as you?

At WSP, you can always find opportunities to grow and do what matters to you. Make the most of our global reach to discover new challenges and chances to work with diverse, talented individuals who will help you expand your horizons.

What you'll do

• Provide senior and professional administration and business support across a variety of administrative and coordination tasks to internal and external clients.
• Facilitate the onboarding of new team members, including remote induction sessions, hardware requests, health and safety inductions, and introduction to WSP systems and processes.
• Demonstrate leadership skills and positively contribute to a positive team culture and workplace environment.
• Have a continuous and growth mindset and contribute to improving processes, systems and collaboration.
• Coordinate team, client and office events, managing budgets, catering, suppliers, and post-event requirements.
• Organise supplies for teams and clients, including catering, branded items, merchandise, PPE and gifts as examples.
• Manage meeting coordination, including minutes, agendas, and associated presentations for internal and external clients.
• Deliver exceptional, seamless and proactive service to internal clients that aligns with WSP’s client promises.
• Be a champion in WSP systems and able to troubleshoot, train and show others. Support company initiatives and project or system rollouts, including new systems changes.
• Arrange travel and logistics that are cost-effective and appropriately meet the needs of travellers, aligning with WSP policies and processes.
• Purchase requested and approved items, following WSP finance and processes and guidelines, including the processing of expenses through appropriate tools and systems.
• Follow and action P2P and vendor vetting and onboarding processes. Ensure vendors meet requirements and offboard vendors no longer required.
• Support people wellbeing initiatives and any team care initiatives and objectives.
• Provide document production support, including preparing and formatting presentations and documents and distribution.
• Document support and retention, including microfiche, physical and digital records and archives, following records management guidelines and processes.
• Facilitate financial processes, including arranging approval of invoices, project requirements, and timesheet completion.
• Provide training and support for team members and contribute to the successful onboarding of new BSS team members.
• Clean and maintain shared workspaces, including maintaining consumables and refreshing areas as needed to support the professional and healthy running and presentation of our office spaces.
• Provide IT support, including equipment, software and hardware support and troubleshooting. This is a base level of IT support for clients before escalating to IT Support. Support examples include setup of docking stations, PC accessories and peripherals, Windows support, troubleshooting and setup of AV and meeting room equipment and basic workstation setup.
• Perform other duties as may be reasonably required to support the effective operation of the office and support for clients.
• Actively deliver on our client promises.
• Provide front of house support, ensuring a high level of client care and experience by engaging with guests and clients, promoting positive relationships, responding to incoming calls and queries, managing incoming and outgoing post and courier products and providing site safety briefings and inductions as required.
• Coordinate and support event management for clients, office, and team celebrations and events, taking the lead where requested.
• Provide project administration support to project teams, including documentation control, reporting, and presentations.
• Monitor, track, and record incoming tender notifications, and prepare and collate tender submissions.
• Use and support project management systems and software to aid project delivery.
• Support business development objectives, including marketing collateral, project profiles, and bid tracking, preparation, presentation, collation, and submission.
• Manage electronic and hardcopy filing systems, prepare and format presentations and documents, and support document archiving.
• Assist Client Relationship Managers (CRM) with maintaining up-to-date records of prospects and leads.
• Support financial processes, including arranging approval of invoices and project requirements.
• Perform other duties as may be reasonably required to support the effective delivery or securing of projects.
• To provide high-quality consultancy services to WSP’s clients and meet the applicable utilisation targets as determined by WSP to support and drive the ongoing success and growth of the organisation.
• Comply with all role specific Safety, Health, Environment and Quality (SHEQ) obligations as detailed in the employment agreement and WSP policies, procedures and matrices (which may be introduced or updated from time to time).
• Take responsibility for your self-development including developing goals through regular and relevant Thrive conversations, completing specified eLearning tasks, keeping up-to-date with relevant developments in your practice area and updating the Capabilities Database for sharing capabilities and qualifications within the business.
• Achieve and/or maintain professional registrations/licences relevant to your role.
• Perform other duties which are reasonably incidental to this position, as directed by the Company from time to time.

What we will love about you:

• Graduate of any Business Course

• Preferably minimum of 2 – 5 years’ professional experience in a related environment or industry.

• Able to work effectively and competently with people at all levels; within and external to the organisation; strong organisational ability to optimise and prioritise conflicting demands in a busy environment, to achieve deadlines and see responsibilities through to completion.

• Ability to adopt a client-centric approach – placing our clients (internal and external) at the centre of everything we do.

• Ability to work collaboratively and demonstrated capability to perform effectively as part of a team across a matrix type structure; a team player and considers the views of others.

• Ensures that confidentiality is respected and maintained at all times.

• Consistently demonstrates trustworthiness, integrity, professionalism and honesty.

• Imagine a better future for you and a better future for us all.

• Work on landmark projects around the world and embrace opportunities to make an even bigger impact in the communities you care about. What if you could do the best work of your life and create a legacy for yourself?

• With us, you can. Apply today.

Responsibilities

What you'll do

• Provide senior and professional administration and business support across a variety of administrative and coordination tasks to internal and external clients.
• Facilitate the onboarding of new team members, including remote induction sessions, hardware requests, health and safety inductions, and introduction to WSP systems and processes.
• Demonstrate leadership skills and positively contribute to a positive team culture and workplace environment.
• Have a continuous and growth mindset and contribute to improving processes, systems and collaboration.
• Coordinate team, client and office events, managing budgets, catering, suppliers, and post-event requirements.
• Organise supplies for teams and clients, including catering, branded items, merchandise, PPE and gifts as examples.
• Manage meeting coordination, including minutes, agendas, and associated presentations for internal and external clients.
• Deliver exceptional, seamless and proactive service to internal clients that aligns with WSP’s client promises.
• Be a champion in WSP systems and able to troubleshoot, train and show others. Support company initiatives and project or system rollouts, including new systems changes.
• Arrange travel and logistics that are cost-effective and appropriately meet the needs of travellers, aligning with WSP policies and processes.
• Purchase requested and approved items, following WSP finance and processes and guidelines, including the processing of expenses through appropriate tools and systems.
• Follow and action P2P and vendor vetting and onboarding processes. Ensure vendors meet requirements and offboard vendors no longer required.
• Support people wellbeing initiatives and any team care initiatives and objectives.
• Provide document production support, including preparing and formatting presentations and documents and distribution.
• Document support and retention, including microfiche, physical and digital records and archives, following records management guidelines and processes.
• Facilitate financial processes, including arranging approval of invoices, project requirements, and timesheet completion.
• Provide training and support for team members and contribute to the successful onboarding of new BSS team members.
• Clean and maintain shared workspaces, including maintaining consumables and refreshing areas as needed to support the professional and healthy running and presentation of our office spaces.
• Provide IT support, including equipment, software and hardware support and troubleshooting. This is a base level of IT support for clients before escalating to IT Support. Support examples include setup of docking stations, PC accessories and peripherals, Windows support, troubleshooting and setup of AV and meeting room equipment and basic workstation setup.
• Perform other duties as may be reasonably required to support the effective operation of the office and support for clients.
• Actively deliver on our client promises.
• Provide front of house support, ensuring a high level of client care and experience by engaging with guests and clients, promoting positive relationships, responding to incoming calls and queries, managing incoming and outgoing post and courier products and providing site safety briefings and inductions as required.
• Coordinate and support event management for clients, office, and team celebrations and events, taking the lead where requested.
• Provide project administration support to project teams, including documentation control, reporting, and presentations.
• Monitor, track, and record incoming tender notifications, and prepare and collate tender submissions.
• Use and support project management systems and software to aid project delivery.
• Support business development objectives, including marketing collateral, project profiles, and bid tracking, preparation, presentation, collation, and submission.
• Manage electronic and hardcopy filing systems, prepare and format presentations and documents, and support document archiving.
• Assist Client Relationship Managers (CRM) with maintaining up-to-date records of prospects and leads.
• Support financial processes, including arranging approval of invoices and project requirements.
• Perform other duties which are reasonably required to support the effective delivery or securing of projects.
• To provide high-quality consultancy services to WSP’s clients and meet the applicable utilisation targets as determined by WSP to support and drive the ongoing success and growth of the organisation.
• Comply with all role specific Safety, Health, Environment and Quality (SHEQ) obligations as detailed in the employment agreement and WSP policies, procedures and matrices (which may be introduced or updated from time to time).
• Take responsibility for your self-development including developing goals through regular and relevant Thrive conversations, completing specified eLearning tasks, keeping up-to-date with relevant developments in your practice area and updating the Capabilities Database for sharing capabilities and qualifications within the business.
• Achieve and/or maintain professional registrations/licences relevant to your role.
• Perform other duties which are reasonably incidental to this position, as directed by the Company from time to time.