What you’ll be doing
You’ll be the central point for admin and operations, providing structure and consistency so that engineers and managers can focus on project delivery. This is a hands-on role that blends technical admin, scheduling, compliance and general office coordination.
Key responsibilities include:
Portal and Workflow Management
* Managing 2–10 incoming work orders daily through customer portals (Verisae, Mercury, M365, Aeromark)
* Uploading and submitting quotes in required client formats
* Tracking quote progress, managing follow-ups, and ensuring timely invoice generation
* Liaising with clients where needed to clarify quote or PO details
* Monitoring and maintaining portal accuracy — flagging discrepancies or delays
System Administration
* Owning the company’s internal job and field management system
* Reviewing job status and ensuring updates are entered consistently by the engineering team
* Setting up new jobs, scheduling resources, and managing job lifecycle processes
* Producing weekly/monthly reports for internal tracking and billing purposes
* Training team members on best practices for using the system
Project Coordination
* Supporting engineers and managers with project set-up, resource planning, and documentation
* Tracking job progress and upcoming deadlines across multiple projects
* Managing document packs, client forms, and technical file submissions
* Coordinating internal reviews to close out jobs on the system
Procurement & Compliance
* Raising and tracking purchase orders via Oracle and Coupa systems
* Managing supplier quotes, approvals, and tracking delivery status
* Compiling and sending RAMS documents using pre-set templates
* Keeping internal records updated for compliance (training, accreditations, vehicle checks etc.)
What you’ll bring
You’re someone who thrives on responsibility, precision and variety. You’ve worked in a manufacturing or engineering, construction, FM or field-service office environment — so you’re familiar with job systems, client portals and the pace of technical teams.
* Experience in a similar admin or office management role within a technical environment
* Confidence using Microsoft 365 (especially Excel, Outlook and Word)
* Familiarity with systems like BigChange, JobLogic, simPRO, or other field service platforms
* Ability to manage quotes, raise purchase orders, track invoices and handle customer admin
What’s in it for you
* Salary £40-45k
* Core hours: 8am–4pm or 9am–5pm
* Autonomy and ownership — this is your function to shape
* Support from an experienced and capable team
* Stability, a clear remit, and room to grow into wider responsibilities if desired
Please let me know if this could be of interest to you.
Please apply immediately for consideration, or contact Ruth Llewellyn at White Label Recruitment for further information
Salary description
£40000.00 - £45000.00 per year