Administration Assistant

Wärtsilä; Montrose; On-site; GBP 15,000 - 20,000; Part time

Job summary

Wärtsilä is seeking a part-time Administration Assistant to support team operations in Montrose, UK. Responsibilities include booking travel, maintaining records, and processing administrative tasks. The ideal candidate will have strong communication, organization, and teamwork skills, contributing to a sustainable maritime future.

Qualifications

• Effective communication and customer relations skills.
• Ability to work cooperatively and organize effectively.
• Strong teamwork capabilities.
• Proficient with IM Tools and fluent in English.

Responsibilities

• Book travel and accommodation for staff.
• Process invoices and maintain vendor records.
• Work with engineering to produce dispatch paperwork.

Skills

Communication skills

Customer relations

Co-operative skills

Organising skills

Teamwork skills

Knowledge of IM Tools

Fluent English

Job description

Wärtsilä is a world leader in marine technology and leading the industry's transformation towards a decarbonised and sustainable future.With the world’s widest portfolio and service network, we – Wärtsilians - deliver efficient, safe and sustainable integrated products and solutions to enhance the business of our customers. The opportunities presented through digitalisation and new technologies are offering a new era of shipping. Did you know that shipping is the world’s most efficient mode of transportation and that 88% of the world's trade is carried by sea?

We want to change the course towards an interconnected and cleaner maritime future and are constantly on the lookout for future-oriented talent to join our team and to work towards enabling sustainable societies through innovation in technology and services- together. Are you ready to jump onboard?

We are now looking for a

Administration Assistant(Part Time 33 hours per week)

to join our team working for a better future.

The preferred location for the position is in Montrose, UK.

What you will be doing

As Administration Assistant your work will focus on these responsibilities:

• To book all travel and accommodation
• Gather all necessary paperwork for reconciliation of AMEX statement.
• To work with stores and engineering to produce dispatch paperwork and arrange suitable transport
• Work with freight forwarders to ensure customs compliance
• Ensure purchase orders are raised applicable to any travel and shipments
• To process bill of materials issued by engineering
• Issue purchase orders for materials in accordance with procedures
• Expedite outstanding orders
• To maintain workflow, ensuring blocked billing items are cleared correctly
• Maintain vendor records in accordance with procedures
• To work within team to ensure fair coverage of work tasks
• Maintain files and documentations electronically using the correct naming convention.
• To liaise and maintain good relations with customers, suppliers and all Wartsila personnel.
• To verify and release for payment invoices against authorised purchasing documents.
• Carry out other administration tasks, and offer assistance to other staff as may be required to cover holidays and days off
• Any “ad-hoc” duties that may be required in order to carry out the requirements of the job

To be successful in this role we expect you to have:

• Communication skills and customer relations
• Co-operative skills
• Organising skills
• Teamwork skills
• Knowledge of IM Tools
• Fluent English skills

Why you and us?

We at Wärtsilä believe in empowerment, ownership and taking responsibility of our work. We support each other’s growth and co-creation is the true basis of our innovation. We have courage to see opportunities and take initiative.

We are authentic and honest, and we strongly believe in that by being your own true self you can accomplish so much more. We don’t always get it right the first time, and if mistakes are made, we make sure to learn and grow from them. We want everyone to voice their opinions freely. That is why we have built an environment that empowers you and everyone around you, and where you can feel safe and cared for. Are you eager to be part of this ambition?

We have an amazing team and we are excited about our work and the impact it has on building sustainable societies. We are looking to find a colleague with this shared passion for smart technologies and a sustainable future.

Contact & next steps

We hope to hear from you soon, by submitting your application through our careers portal. We aim to keep you updated on the process throughout.

For further questions please reach out to Jess Baxter, Talent Acquisition Partner, through email [e-mail] with any questions related to this position (NO AGENCIES - Only for questions from direct job applicants, applications through email will not be recorded or responded to).

Welcome to join us in shaping the decarbonisation of marine and energy!

Last application date: 15/04/2025

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities.

This is Wärtsilä

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com.

#wärtsilämarine