Administration Assistant

Balfour Beatty plc; Peterhead; On-site; GBP 18,000 - 23,000; Full time

Benefits offered by this job

Remote work

Annual leave

Pension

Share incentive plan

Volunteering leave

Recognition schemes

Job summary

Balfour Beatty plc in Peterhead is seeking an organised Administration Assistant to support the project team with essential clerical and office management duties, ensuring smooth operations.

You will handle facilities, travel bookings, invoicing, and coordination with suppliers, while maintaining compliance, health and safety, and internal communications.

Qualifications

• Experience of working in or managing a busy office environment.
• Ability to organise and prioritise workloads effectively.
• Highly organised and proactive approach, with the confidence to use their own initiative.
• Strong communication skills and the ability to work confidently with colleagues at all levels.
• Excellent teamwork and relationship-building skills.
• Ability to work well under pressure and meet tight deadlines.
• A strong customer‑focused approach.
• Excellent typing and general IT skills.
• Proficiency in Microsoft Office, including Excel, Word and PowerPoint.

Responsibilities

• Provide administrative and secretarial support to the project team.
• Manage day-to-day office facilities and coordinate resources.
• Support colleagues across the business and maintain office cover.
• Check and process invoices with appropriate authorisation.
• Ensure compliance with security, health and safety requirements.
• Monitor office supplies and arrange replenishment.
• Coordinate travel and accommodation bookings for colleagues.
• Order and distribute PPE following company guidelines.
• Book and manage meeting and conference rooms.
• Report repairs for office equipment to the relevant provider.
• Monitor quality of services from external suppliers and contractors.
• Work with Procurement and follow purchasing processes.
• Keep statutory and internal communication notices up to date.
• Support local business continuity planning and testing.
• Champion Balfour Beatty’s values, Zero Harm and sustainability activities.

Skills

Office administration

Time management

Communication skills

Teamwork

Prioritisation

Customer focus

Typing

Microsoft Office

Tools

Excel

Word

PowerPoint

Job description

About The Role

Balfour Beatty is looking for an organised and proactive Administration Assistant to join our UKCS Scotland business in Peterhead.

You’ll provide essential administrative and secretarial support to the project team, helping to ensure the smooth and effective running of the office. This varied role will involve managing day-to-day office facilities, coordinating administrative resources and supporting colleagues across the business.

What you’ll be doing

As An Administration Assistant, Your Responsibilities Will Include

• Developing and maintaining effective office management processes and systems.
• Providing general administrative and secretarial support to the project team.
• Working with the wider administration team to maintain appropriate office cover.
• Ensuring invoices are correctly authorised and processed promptly.
• Supporting compliance with security protocols and health and safety requirements.
• Monitoring office supplies and arranging replenishment when required.
• Coordinating accurate travel and accommodation bookings for colleagues.
• Ordering and distributing PPE in line with company guidelines and office procedures.
• Booking and managing meeting and conference rooms.
• Checking that office equipment is working correctly and reporting repairs to the appropriate provider.
• Monitoring the quality of services delivered by external suppliers and contractors.
• Working with Procurement and following company purchasing processes.
• Keeping statutory and internal communication notices up to date.
• Supporting local business continuity planning and testing.
• Championing Balfour Beatty’s values, Zero Harm approach and sustainability activities.

Who we’re looking for

We’re Looking For Someone Who Has

• Experience of working in or managing a busy office environment.
• The ability to organise and prioritise workloads effectively.
• A highly organised and proactive approach, with the confidence to use their own initiative.
• Strong communication skills and the ability to work confidently with colleagues at all levels.
• Excellent teamwork and relationship-building skills.
• The ability to work well under pressure and meet tight deadlines.
• A strong customer‑focused approach.
• Excellent typing and general IT skills.
• Proficiency in Microsoft Office, including Excel, Word and PowerPoint.

Why work for us

Day in, day out, our teams deliver some of the UK’s most ambitious, exciting and meaningful projects; developing, building and maintaining the vital infrastructure that supports national economies and strengthens communities.

Why join us?

Benefits

• Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow.
• 25 days paid annual leave (pro rata)
• Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave
• Pension, share incentive plan, volunteering leave, recognition schemes and much more…

About Us

From Dunfermline’s tramways in 1909 to highland hospitals today, Balfour Beatty has been trusted for over a century to deliver the complex and critical infrastructure and iconic buildings Scotland relies on.

We have the people, knowledge and experience to safely deliver projects right first time, maximising value for money and ensuring a positive social impact and inclusive economic growth for local communities.

Our award‑winning sustainable projects, including active travel, Passivhaus and retrofit, demonstrate our commitment to supporting Scotland’s transition towards net zero in the built environment.

Diversity and inclusion

At Balfour Beatty, we want everyone to be able to thrive and achieve their full potential, regardless of their identity or background. We’re making great progress through our Value Everyone DEI Action Plan, but we know we’ve got more to do. Find out more about our values and DEI initiatives.

As a Disability Confident Employer, we ensure that a fair and proportionate number of disabled applicants that meet the minimum criteria for this role will be offered an interview.

We are committed to our processes being barrier‑free and will support adjustments at any stage of the recruitment process. Please let the recruiter for this role know if you require any adjustments.

We’re looking to continually improve our recruitment process, so if you have any feedback, please share this with us via [e-mail]