Office Coordinator

Role Summary

The Office Coordinator will provide comprehensive administrative support to the Transformer Services department, covering both business and project-related activities. The role works closely with the existing office team to enhance day-to-day operations and ensure smooth departmental performance.

The post holder will:

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Ensure finished goods meet design specifications and regulatory standards.

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Support compliance with Quality, Environmental and Health & Safety standards.

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Contribute to continuous improvement initiatives.

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Maintain high levels of customer satisfaction.

All duties must be carried out in accordance with:

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ISO 9001:2015 (Quality)

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ISO 14001:2018 (Environmental)

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ISO 45001:2018 (Health & Safety)

Main Responsibilities

Business Administration Duties

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Process timesheets and allocate hours appropriately.

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Track, approve, and process employee expenses in coordination with Accounts.

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Maintain document control systems.

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Coordinate meetings, prepare agendas, record minutes, and track action plans.

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Perform accurate data entry and record keeping.

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Monitor and track PAT testing and calibration schedules.

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Manage travel and hotel bookings for site-based operatives and office staff.

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Support departmental improvement projects.

Project Administration Duties

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Process incoming customer orders.

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Raise and coordinate purchase orders with suppliers.

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Create and maintain project documentation, including work programmes and schedules.

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Liaise with internal and external stakeholders for required information.

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Assist in preparation of documentation for project start-up and completion.

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Develop and improve administrative processes for efficiency.

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Take responsibility for assigned projects and tasks

General Responsibilities

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Carry out additional reasonable duties as directed by the Line Manager or Management Team.

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Follow all Health, Safety, Quality and Environmental procedures.

Qualifications & Skills

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Minimum 5 years’ experience within an office environment.

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Experience within the engineering services industry.

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Proficiency in ERP systems (preferably EFACS)