Team Administrator

Location/s: Glasgow, Edinburgh, Leeds, Sheffield, Manchester, Liverpool, Cardiff, Birmingham, Cambridge, Norwich, London, Croydon, Bristol, Southampton; UK
Recruiter contact: Alice Roostan

Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices. 

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual. 

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee-owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.

About the business unit 
We help conceive, drive, and implement transport solutions for cities, regions, and asset owners/operators around the globe. From preparing the business case and advising on related issues - such as revenue, procurement, and environmental legislation - to delivering the completed infrastructure and helping maintain it. Our planning, engineering, environmental and management skills cover the whole project cycle. We play a major role in developing and delivering the Global Transport Sector Strategy. 

Overview of the role
This multifaceted role combines high-level executive support with client and bid coordination responsibilities. The Team Administrator will provide comprehensive administrative support to the TMS Executive Team, while also playing a critical role in managing client engagement, opportunity tracking and bid submissions. The ideal candidate is proactive, highly organised and capable of managing multiple priorities with professionalism and discretion.

Key responsibilities and duties include:

• Client Engagement & CRM Management
  
  • Arrange client meetings, manage diaries and record outcomes in CRM (our customer relationship management tool)
  • Ensure follow-up actions from client engagements are completed
  • Conduct weekly and monthly CRM reviews to ensure opportunity data is accurate and up to date
  • Add new opportunities to CRM, ensuring completeness of information
• Opportunity Pursuit & Bid Coordination
  
  • Support Client Managers and Bid Principals in pursuit planning and intelligence gathering
  • Organise and manage Win Clinics (Decision to Capture / Bid Reviews), including scheduling and output tracking
  • Coordinate end-to-end bid processes including timelines, meetings and documentation
  • Liaise with internal stakeholders to gather inputs and ensure bid compliance
• Document & Quality Management
  
  • Format, proofread and compile bid documents to meet client specifications
  • Maintain a library of standard bid content, templates and supporting materials
  • Conduct final quality checks before submission to ensure accuracy and completeness
  • Maintain contract store 
• Reporting & Post-Bid Administration 
  
  • Track bid outcomes and maintain records of submitted proposals
  • Arrange post-bid reviews and document lessons learned
  • Ensure all bids are recorded in the Win Library
  • Forward commercial information to the Bid Commercial Lead for pricing database updates 
• Executive & Administrative Support
  
  • Manage complex calendars, schedule meetings and coordinate travel arrangements
  • Organise logistics for office visits, leadership events and client-facing engagements
  • Prepare agendas, take minutes and follow up on action items from executive meetings
  • Draft, proofread and manage correspondence, presentations and formatted documents
  • Process expenses, invoices and purchase orders

Candidate specification
Essential:

• Proven experience as a Team Administrator or in a similar administrative or bid support role
• Experience in a complex corporate or divisional environment
• Strong organisational and time management skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• High level of professionalism, discretion and attention to detail

Desirable:

• Proactive and resourceful with a collaborative mindset
• Ability to anticipate needs and solve problems independently
• Comfortable working under pressure and managing multiple tasks  
• Experience with project management tools and systems is desirable and training will be provided if needed
• Familiarity with CRM systems and tendering processes is desirable and training will be provided if needed

Applications will be accepted until Tuesday 16th December, after which they’ll be carefully reviewed. Please note, the role may close sooner if we receive a high volume of interest, so we encourage you to apply early. Interviews are planned to begin in January 2026.

UK Immigration

Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. This decision is as a consequence of the changes made to the Skilled Worker route by the UK Government in April 2024. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK, that do not require sponsorship as a Skilled Worker now or in future.

Agile working  

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.

Equality, diversity, and inclusion 

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

We offer some fantastic benefits including:

Health and wellbeing

• Private medical insurance for all UK colleagues.
• Health cash plan to support you with every day health costs and treatments.
• Access to Peppy, providing free support from menopause experts for all UK colleagues.
• A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
• Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.

Financial wellbeing

• We match employee pension contributions between 4.5% and 7%.
• Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
• Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long-term illness or injury.
• Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
• As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.

Lifestyle

• A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
• Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
• Variety of employee saving schemes and discounts from high-street retailers.

 Enhanced family and carers leave

• Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
• Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
• Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.

Learning and development

• Primary annual professional institution subscription.
• A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self-development options.

Networks, communities, and social outcomes

• Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
• Make a difference within our communities through our social outcomes.

Apply now, or for more information about our application process, click here.