Jobs in Ruthven

Job Title: Site Administrator
Location: Alyth, UK
Contract length: 12+ months contract

Randstad Sourceright, a leading provider of RPO & MSP Recruitment Services is currently recruiting for a Site Administrator to join a World leader offering Products, Solutions and Services across the entire Energy value chain on behalf of a well established manufacturing organisation to play a key role in supporting Manufacturing Operations. You will shape a competitive, sustainable supply chain, partnering globally to drive productivity, quality, and digitalization.

This Site Administrator role is an entry-level career launchpad based on a live project site, where you act as the central engine keeping daily operations organized, efficient, and on track. Reporting to project management, your main responsibilities include updating progress trackers, managing timesheets and purchase orders, scheduling equipment, maintaining version-controlled site documents, and providing general administrative support. Full hands-on training and mentorship are provided, so while proficiency in Microsoft 365 is essential and familiarity with SAP is a bonus, the most critical requirements are a high attention to detail, strong organizational skills, and a drive to build a long-term career in project management.

Some of the duties will include but are not limited to:

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You regularly check in on project deadlines. If a task was scheduled for Tuesday but took until Thursday, you log that 2-day gap (the "variance") so managers can adjust future plans.

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When weather, late material deliveries, or unexpected technical issues pause work, you record exactly when and why it happened for official records.

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You collect hours worked by site staff and contractors, verify them against site sign-in logs, and enter them into the system so everyone gets paid accurately.

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You keep a master calendar showing which teams, specialized tools, or heavy machinery are needed on site each day to prevent scheduling overlaps.

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You track expensive equipment rented or brought to the site, ensuring gear is accounted for, maintained, and returned on time to avoid extra fees.

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When suppliers send bills for materials delivered, you cross-check the invoice against the original Purchase Order (PO) and delivery receipt before sending it to the manager for payment approval.

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You manage technical files, engineering drawings, and blueprints. When an engineer updates a design, you archive the old version and ensure everyone on site is using the newest copy.

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Working alongside the Site Manager, you log potential risks (like safety hazards or supply shortages) and keep track of steps taken to prevent them.

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You attend team catch-ups, summarize key discussions, and log action items so everyone knows who is responsible for what.

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You maintain clean, structured digital and physical filing systems so documents can be found instantly when needed.

Essential Requirements:

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You need to be confident using core tools like Excel (for tracking tasks, timesheets, and equipment), Word (for documentation and meeting notes), and Outlook/Teams (for daily site communication).

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Accuracy is critical in this role. You will be handling sensitive records—such as revision numbers on technical drawings, purchase order numbers, and worker timesheets where mistakes can be costly.

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You must be able to keep digital files neatly arranged, manage multiple admin tasks at once, and prioritize your workload in a fast-paced environment.

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Ability to write clear meeting notes and communicate effectively with engineers, site managers, and contractors.

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A proactive attitude, a strong work ethic, and a genuine eagerness to learn project management processes from the ground up.

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Knowing how to navigate SAP (or similar business software) for purchase orders, timesheets, or invoicing is a great bonus—though not required, as training will be provided.

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Prior work in an office, construction, engineering, or logistics environment helps, but your organizational mindset and enthusiasm matter most.

Desirable Requirements:

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Experience using SAP (or similar Enterprise Resource Planning software) to manage purchase orders, track invoices, or log employee timesheets.

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Any previous background working in a live operational environment—such as a construction site, engineering firm, energy project, or logistics hub.

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A basic understanding of how business paperwork flows—like matching purchase orders (POs) to invoices, tracking version numbers on technical drawings (document control), or managing timesheets.

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Being based locally in or near the project location (e.g., Orkney/Finstown) or having experience working in remote/island project environments