Job Title:  Design Services and Project Administrator
Reports To:  Design Services Director
Location:  Luton, UK
Hours:  Full time
Job Summary:
The Design Services Administrator provides critical back-office support to ensure the seamless operation of the bidding, costing, and project tracking processes for our European Design Services Operations Team. This role is instrumental in coordinating administrative tasks, managing data, and ensuring clear communication among teams, enabling the company to deliver high-quality design services to its mobility sector clients. Key Responsibilities:
Bidding and Costing Support:

• Assist in the preparation, review, and submission of proposals and bids for new projects.
• Collaborate with design and business development teams to gather accurate cost estimates, project scopes, and timelines.
• Maintain and update templates, tools, and databases used in the bidding and costing process.
• Ensure compliance with client requirements and company standards.

Project Tracking and Reporting:

• Monitor and maintain records of won and ongoing projects, ensuring all documentation is up to date.
• Generate regular reports on project status, timelines, and resource allocation for management and stakeholders.
• Track project deliverables to ensure milestones are met and flagged for potential delays.

Administrative Coordination:

• Act as a central point of contact for administrative inquiries related to projects and proposals.
• Support interdepartmental communication to ensure alignment on project requirements and progress.
• Manage scheduling and logistics for client meetings, team discussions, and project updates.
• Assist with contract preparation and ensure proper filing and retrieval of agreements.

Process Improvement:

• Identify opportunities to enhance efficiency in bidding, costing, and project management workflows.
• Contribute to the development of standard operating procedures (SOPs) for administrative tasks.

Qualifications and Skills:
Education and Experience:

• Preferable bachelor’s degree in business administration, project management, or a related field (or equivalent experience).
• 2+ years of experience in an administrative or project support role, preferably in design services, engineering, or a mobility-related industry.

Technical Skills:

• Proficiency in Microsoft Office Suite – Advanced Excel skills are required (Word, PowerPoint) and project management tools (e.g., MS Project, Jira, or similar).
• Familiarity with financial modelling, cost estimation, or proposal management software is a plus.

Soft Skills:

• Strong organizational and time-management skills with a keen attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask and adapt to a fast-paced environment.
• Team player with a proactive approach to problem-solving and process improvement.

What We Offer:

• An interesting and dynamic international work environment in the cutting-edge field of mobility.
• Opportunities for professional development and growth.
• Competitive salary and benefits package.

• Company pension scheme.
• Onsite preferable.
• Company events.