Administration Assistant

Orion Group; Inverness; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading international workforce company is seeking an Administration Assistant to provide comprehensive administrative and operational support. This role requires strong organizational skills and proficiency in Microsoft Office, with key responsibilities including sourcing accommodation, vehicle management, and general administration. The successful candidate will work closely with site teams and must be detail-oriented and a great communicator. This permanent position demands an onsite presence five days a week, ensuring smooth daily operations.

Qualifications

• Competent in Microsoft Office and IT systems.
• Strong organizational and time management skills.
• Excellent social and communication skills.

Responsibilities

• Source and book accommodation and meeting rooms.
• Coordinate vehicle repairs and servicing.
• Ensure plant inspections are scheduled.

Skills

Microsoft Office (Word, Excel, Outlook)

Organizational skills

Time management

Attention to detail

Communication skills

Education

SVQ / NVQ Level 2 or 3 in Business Administration

Tools

Electronic document management systems

Job description

Our client has an exciting opportunity for an Administration Assistant to join their team on a permanent basis.

The site Administration Assistant will provide comprehensive administrative and operational support across accommodation, vehicle, and plant management while working closely with the Operations Manager, Workshop Manager, and wider site teams.

Key responsibilities include sourcing and booking accommodation, meeting rooms, and transport for managers and on‑site teams, as well as issuing relevant check‑in information. The position manages, in coordination with the Group Fleet Administrator and the Procurement Specialist, the full lifecycle of company vehicles, including arranging repairs, MOTs, servicing, hire vehicles, vehicle tax, licence validations, fleet monitoring and maintaining accurate service logs and cost allocations.

This position is central to ensuring smooth daily operations, accurate record‑keeping, and effective communication across the business.

Working conditions – This role is offered on a 42.5 hour weekly contract Monday - Friday. Due to the nature of this role an onsite presence will be required 5 days per week.

Key Responsibilities

• Accommodation & Logistics: Source and book accommodation and meeting rooms for managers and site teams; arrange payments and issue check‑in information for self‑catering stays; work collaboratively with the Operations Manager to meet scheduling and resource needs.
• Vehicle Management: Coordinate vehicle repairs, breakdown recovery, MOTs, and servicing; organise hire vehicles and manage vehicle tax payments; order company fuel cards as/when required; maintain service logs and allocate vehicle costs to the correct jobs for accounts.
• Plant Management: Ensure plant inspections are scheduled and kept up to date; maintain accurate logs of plant locations and usage; allocate plant costs to the correct jobs and verify hire contracts against invoices; produce hire reports for managers and site supervisors.
• General Administration: Track manager credit card spending and ensure all receipts are received; conduct driving licence checks for company vehicle users; manage deliveries, post distribution, and office supply orders; produce the weekly resource planner in collaboration with the Operations Manager; tracking absence and holiday approvals for manager sign off and inputting into HR system; support tender submission paperwork with the Contracts Manager; collect and log weekly timesheets for accounts processing; update hire companies annually with current insurance certificates; prepare and file work packs and support site teams with required documentation; coordinate management meetings, issuing agendas, minutes, and action logs; order fuel when required.

What we're looking for

• SVQ / NVQ Level 2 or 3 in Business Administration (or equivalent on‑the‑job experience) is desirable.
• Competent in Microsoft Office (Word, Excel, Outlook) and MS IT systems – essential.
• Strong organisational and time management skills with excellent attention to detail – essential.
• Familiarity with electronic document management systems would be advantageous.
• Excellent social and communication skills, with the ability to engage confidently and professionally with colleagues, clients, and other stakeholders – essential.
• The ability to work independently in a busy office environment and communicate effectively with multiple stakeholders is essential.
• A methodical approach to filing, record keeping, and data accuracy.
• Experience in a construction environment would be advantageous; however, this is not essential as full training and support will be provided.

Diversity and Inclusion

As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.