Office Manager and Project Co-ordinator

Based: Westhill, Aberdeen. Part-time or full-time applicants will be considered with potential for hybrid working.

Wherever possible, we will consider a variety of working options to suit your lifestyle, whether that be hybrid home/office working, flexible working and part or full time employment. It's the 'innovating' and 'empowering' values that we ASPIRE to be. We welcome the challenge to work in new ways and have trust in you when getting the job done because we recognise, our business is our people.

Reporting to the Project and Systems Engineering Manager, the Office Manager and Project Co-ordinator will provide structured administrative, planning, office management, and project co-ordination support to the Aberdeen service team, who are responsible for delivering support services to our customers.

The post holder will support the Project and Systems Engineering Manager, Project Managers, Finance team, Commercial team and Service Engineers by maintaining accurate schedules, records, customer correspondence, purchasing information, stock records, travel arrangements, training administration, and operational documentation.

The role is central to ensuring that company processes, quality standards, contractual traceability, and customer service expectations are maintained across planned maintenance, reactive support, small orders, training support, materials movements, stores activity, and day-to-day office operations.

The post holder will be responsible for supporting the effective administration and coordination of Aberdeen service activities, with the scope of work set by the Project and Systems Engineering Manager and aligned to the needs of the service schedule, customer commitments, office requirements, and project delivery priorities.

This includes maintaining archives, databases, service records, office filing systems, stock records, customer feedback data, training records, purchase and invoice trackers, and supporting documentation to ensure information is accurate, controlled, and available when required.

Key Responsibilities:

• Raise CCRs and Job Cards for planned maintenance visits and support the Project and Systems Engineering Manager with the day-to-day maintenance, management, and accuracy of the service schedule.

• Review maintenance schedules for upcoming platform, vessel and customer visits due within the next few months, ensuring planning activity, customer engagement, materials preparation, travel arrangements, and supporting documentation are progressed in sufficient time.

• Communicate with customers to agree proposed maintenance dates, support visit dates, customer training arrangements, and associated service activities, ensuring updates are captured and communicated to the relevant internal stakeholders.

• Maintain the service planner, maintenance schedule, weekly status reports, planner tabs, purchase order records, enquiry numbers, maintenance codes, chargeable activity records, and related tracking spreadsheets.

• Support the Project and Systems Engineering Manager with the preparation of small order quotations, order processing, purchase requisitions, vendor setup activity, consumable ordering, and administrative support for planned and reactive service tasks.

• Provide administration support for existing CBT training courses, including customer communication, training records, feedback data entry, completion forms, and maintaining accurate training-related documentation.

• Update customer feedback information from site visits and training forms, ensuring data is accurate, complete, traceable, and captured with a high level of attention to detail.

• Arrange travel for Aberdeen office personnel in accordance with company policies, including liaison with external travel partners and third parties for flights, hire cars, taxis, accommodation, visas, seaman’s books, certification requirements, and supporting travel documentation.

• Manage the operation of the Aberdeen stores, including purchasing, stock issue, stock control, stock taking, minimum stock level monitoring, and ensuring materials required to support service contracts are available when needed.

• Add materials onto IFS, raise requisitions for materials to be ordered, maintain radar spares kits, and support the availability of PPE, tools, consumables, and equipment required by engineers.

• Carry out Goods In and Goods Out duties, including packing materials, measuring and weighing consignments, booking couriers, completing SDNs on the helpdesk, ensuring company packing policies are followed, and completing all required paperwork once materials have been shipped.

• Update CCRs and related records with all relevant documentation, including customer correspondence, shipping records, purchase order details, invoices, close-out information, and supporting evidence.

• Maintain the office filing system and provide guidance and assistance to service team members in support of their work, including both hard copy and electronic files, correspondence, archives, databases, and controlled service records.

• Carry out reception and general office duties, including answering telephones, booking visitors in and out, handling office mail, maintaining office supplies, managing stationery and sundries, and supporting day-to-day office requirements.

• Provide general administrative support including checking, coding and scanning invoices, recording and scanning expenses and claims, maintaining Barclaycard records, processing invoices, and updating spreadsheets for purchase orders, invoices, and associated office records.

• Support facility maintenance activities for the Aberdeen office, including coordination with suppliers, contractors, service providers, and internal stakeholders as required.

• Support local HSE, environmental, and compliance arrangements, including ISO 14001 awareness, first aid arrangements, fire warden duties, PPE requirements, office safety processes, and maintaining a safe and well-organised working environment.

Role Requirements:

• Provides reliable administrative, planning, and coordination support to ensure planned maintenance, reactive support, small orders, customer training, materials, travel, and office activities are delivered efficiently.

• Maintains accurate and traceable records across service planners, maintenance schedules, CCRs, Job Cards, purchase order trackers, invoice records, stock records, customer feedback, training documentation, and office filing systems.

• Works closely with the Project and Systems Engineering Manager, Project Managers, Finance, Commercial, Administrative, Service Engineers, customers, suppliers, contractors, travel partners, and internal support functions to coordinate service delivery requirements.

• Supports contractual and quality requirements by ensuring documentation is complete, records are up to date, correspondence is retained, and traceability exists for service work carried out.

• Demonstrates strong attention to detail when processing requisitions, vendors, materials, invoices, purchase orders, travel documentation, shipping paperwork, training records, and customer-facing administration.

• Uses company systems and applications effectively, including Microsoft Office, Excel, ERP system, the helpdesk database, purchasing tools, stock control records, and internal service administration processes.

• Works proactively to identify upcoming requirements, resolve administrative issues, escalate risks where required, and keep relevant stakeholders informed of progress, changes, and outstanding actions.

• Maintains a safe, compliant, professional, and well-organised office environment, supporting HSE, environmental, facilities, security, first aid, fire warden, and general office management arrangements as required.

Required Skills and Qualifications:

• Experience in office administration, service administration, project coordination, logistics, purchasing, stock control, or a similar operational support role.

• Intermediate working knowledge of Microsoft Office Suite, with the ability to create, maintain, update, and manage spreadsheets in Microsoft Excel.

• Experience using internal business systems and service administration tools.

• Working knowledge of IFS or similar finance, purchasing, order processing, stock control, and materials management systems.

• Experience using helpdesk or service database systems to record activities, manage documentation, support service administration, and maintain traceability.

• Strong organisational skills with the ability to manage multiple priorities, maintain accurate records, coordinate deadlines, and follow tasks through to completion.

• Confident and professional communication skills, including the ability to deal with telephone enquiries, customers, engineers, suppliers, travel providers, visitors, and internal stakeholders.

• Experience arranging travel, accommodation, taxis, hire cars, visas, engineer certification, seaman’s books, shipping, couriers, or materials support for field-based or offshore personnel would be beneficial.

• Awareness of HSE, office facilities, ISO 14001, first aid, fire warden, PPE, tools, stores, and stock management processes would be advantageous.

• Ability to manage information securely and follow company processes relating to security, quality, documentation control, and confidentiality.

You Will Be:

• Highly organised, methodical, and calm under pressure, with the ability to manage a varied workload and respond effectively to changing service priorities.

• Detail focused, recognising that accurate records, documentation, and traceability are essential to meeting contractual, quality, and customer requirements.

• Professional and confident when dealing with telephone enquiries, customers, suppliers, visitors, engineers, and internal stakeholders.

• Proactive in identifying upcoming requirements, chasing outstanding actions, maintaining schedules, and ensuring the service team has the information, materials, and support needed to deliver work effectively.

• Comfortable working as part of a small operational team where flexibility, ownership, reliability, and strong communication are essential.

Here at Ultra we are an equal opportunity employer and value diversity and inclusivity. Underpinned by our values, behaviours and policies, we want you to feel empowered to be the best version of yourself. We also believe that people from different backgrounds and cultures will increase our diversity of thinking, ensuring we successfully deliver to our customers.

We therefore do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We also support requests for flexible working arrangements wherever possible.