Part Time Admin jobs in Welwyn Garden City

Adaptation Design Limited is a surveying and architectural consultancy practice specialising in the inclusive design of homes for people with disabilities and specific accommodation requirements.

We are seeking an experienced, highly organised and proactive Office Administrator to join our growing specialist consultancy team. The role involves providing comprehensive administrative support across all areas of the business, working alongside our directors, architects, surveyors, Occupational Therapists and property search professionals.

This is a varied and responsible position involving the day-to-day administration of a busy professional consultancy. Duties will include managing incoming enquiries, preparing and issuing fee estimates and contractual documentation, coordinating appointments, maintaining client and project records, processing invoices and supporting general office operations.

You will regularly liaise with solicitors, case managers, deputies, rehabilitation professionals, estate agents, clients and other professional contacts.

We are looking for an accomplished administrator with substantial relevant experience, excellent IT skills and strong attention to detail. The successful candidate will be confident working independently, managing competing priorities and taking ownership of administrative processes with minimal supervision.

Key Responsibilities

· Provide comprehensive day-to-day administrative support to the company's directors, architects, surveyors, Occupational Therapists and wider professional team

· Manage incoming telephone calls, emails and new client enquiries, obtaining relevant information and ensuring matters are handled promptly and professionally

· Independently prepare and issue standard fee estimates, quotations and terms and conditions using established templates and agreed fee structures

· Monitor outstanding enquiries, quotations, contractual documentation and other administrative actions, following up as necessary

· Prepare, format, proofread and distribute professional correspondence, reports and other business documentation

· Manage electronic documents, PDF files, digital signatures, contracts and associated project and compliance documentation

· Coordinate diaries, appointments, client assessments, property viewings, site surveys and professional meetings

· Establish and maintain accurate electronic client and project files, spreadsheets, databases and internal tracking systems

· Provide administrative support to the Housing Occupational Therapy and Property Search services, including requesting property information and maintaining search records

· Prepare and issue invoices, maintain financial records and assist with general accounts administration using accounting and internal business management software

· Monitor outstanding invoices and payments, following up as required

· Assist with the day-to-day running of the office, including managing supplies, correspondence and general office requirements

· Work collaboratively with colleagues to maintain efficient administrative systems and identify opportunities to improve working practices

What We Are Looking For

Essential:

· Substantial previous experience in an office administration or office management role

· Excellent organisational and time management skills, with the ability to prioritise competing demands, work independently and meet deadlines

· Strong IT skills, including proficiency in Microsoft Word, Excel, Outlook, PDF software and electronic document management systems

· Ability to quickly learn and confidently use new software, databases and bespoke business management systems

· Experience preparing professional correspondence, quotations, invoices, meeting minutes and other business documentation with a high level of accuracy and attention to detail

· Excellent written and verbal communication skills with a confident and professional telephone manner

· Experience coordinating appointments, managing diaries and providing administrative support to multiple colleagues

· Proactive and resourceful approach with the ability to use initiative, anticipate administrative requirements and take ownership of tasks

· Ability to handle confidential and sensitive information professionally and discreetly

· Reliable, flexible and adaptable approach with a willingness to assist across all areas of the business

Desirable:

· Experience using QuickBooks or similar accounting software, including invoicing, accounts administration and monitoring outstanding payments

· Previous experience within a construction, architectural, surveying or other professional consultancy environment (such as a medical practice)

· Familiarity with electronic signature platforms, contractual documentation and project administration

· Experience developing and improving office administration systems and procedures

What We Offer

· Opportunity to join a growing specialist consultancy working within a unique and rewarding sector

· Varied and responsible role supporting a multidisciplinary team of experienced professionals

· Supportive and collaborative working environment with the opportunity to take ownership of administrative processes

· Opportunity to develop knowledge of specialist housing, architectural, surveying and property consultancy services

· Training and support in the company's bespoke systems and working practices

· 25 days' annual leave plus bank holidays

This role offers an excellent opportunity for an experienced administrator seeking a varied and responsible position within a specialist professional consultancy. The successful candidate will play an important part in the efficient day-to-day operation of Adaptation Design and the continued development of our services.

Pay: £25,420.00-£35,000.00 per year

Benefits:

• Free parking
• On-site parking

Work Location: In person