Administration Assistant

Balfour Beatty plc; Peterhead; Hybrid; GBP 19,000 - 23,000; Full time

Benefits offered by this job

Smart working

Remote up to 40%

25 days annual leave

Pension

Share incentive plan

Volunteering leave

Recognition schemes

Job summary

Balfour Beatty plc in Peterhead, Scotland is seeking an Administration Assistant to join our UKCS Scotland team. You will provide comprehensive administrative support to project teams and help manage the office, facilities, and procurement processes.

The role requires strong organisational skills, excellent communication, and the ability to work independently in a busy office. A collaborative approach and attention to detail are essential, with a focus on delivering a high standard of service.

Qualifications

• Previous experience in a busy office or administrative environment.
• Strong organisational skills with the ability to prioritise workload.
• Ability to work independently using your own initiative.
• Excellent communication and relationship-building skills.
• Collaborative approach and able to work under pressure to deadlines.
• Customer-focused mindset with high service standards.
• Excellent IT skills including Word, Excel and PowerPoint.

Responsibilities

• Provide comprehensive administrative and secretarial support to project teams.
• Support day-to-day office management and facilities.
• Develop and maintain office processes to improve efficiency.
• Ensure office cover is maintained and admin support is available.
• Process invoices accurately and timely.
• Maintain compliance with security and Health & Safety requirements.
• Manage office supplies and arrange replenishment.
• Coordinate travel and accommodation bookings.
• Order and distribute PPE per procedures.
• Organise meeting rooms and conference facilities.
• Monitor office equipment and arrange repairs.
• Liaise with suppliers and contractors for quality service.
• Support procurement activities and ensure compliant purchasing.
• Maintain statutory notices and office communications.
• Assist with business continuity and emergency planning.
• Champion BB values and sustainability; focus on Zero Harm.

Skills

Organised

Prioritisation

Independent working

Communication

Teamwork

Attention to detail

Problem-solving

Tools

Microsoft Office

Job description

About The Role

Balfour Beatty's UKCS Scotland business is looking for an organised and proactive Administration Assistant to join our team in Peterhead. This is an excellent opportunity for someone who thrives in a busy office environment and enjoys supporting colleagues across a wide range of administrative and operational activities.

As an Administration Assistant, you will play a key role in ensuring the smooth day-to-day running of the office, providing high-quality administrative support to project teams while maintaining an efficient, welcoming, and compliant workplace. You will work closely with colleagues across the business, helping to coordinate resources, manage office facilities, and support business operations.

What you'll be doing

• Providing comprehensive administrative and secretarial support to project teams.
• Supporting the effective day-to-day management of the office and its facilities.
• Developing and maintaining office processes and systems to improve efficiency.
• Ensuring office cover is maintained and administrative support is available when required.
• Processing invoices accurately and in a timely manner.
• Maintaining compliance with company security procedures and Health & Safety requirements.
• Managing office supplies and arranging replenishment when needed.
• Coordinating travel and accommodation bookings for colleagues.
• Ordering and distributing PPE in accordance with company procedures.
• Organising and managing meeting rooms and conference facilities.
• Monitoring office equipment and arranging repairs or maintenance when required.
• Liaising with suppliers, contractors, and service providers to ensure quality service delivery.
• Supporting procurement activities and ensuring compliance with company purchasing processes.
• Maintaining statutory notices and office communications.
• Assisting with business continuity planning and emergency preparedness activities.
• Championing Balfour Beatty's values, supporting sustainability initiatives, and maintaining a strong focus on Zero Harm.

Who we're looking for

We're looking for a highly organised and professional individual who enjoys working in a fast-paced environment and takes pride in delivering excellent support to colleagues and stakeholders.

To Be Successful, You'll Have

• Previous experience working within a busy office or administrative environment.
• Strong organisational skills with the ability to prioritise workload effectively.
• The confidence to work independently and use your own initiative.
• Excellent communication skills and the ability to build positive working relationships at all levels.
• A collaborative approach with strong team-working abilities.The ability to remain calm and effective when working under pressure and to tight deadlines.
• A customer-focused mindset with a commitment to delivering a high standard of service.
• Excellent IT skills, including proficiency in Microsoft Office applications such as Word, Excel, and PowerPoint.
• Strong attention to detail and a proactive approach to problem-solving.

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?

As if contributing to and supporting work that makes life better for millions wasn’t rewarding enough, we offer a full range of benefits too. You’ll have the freedom to shape the package that’s right for you and your life. Here are some of our key benefits:

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 believe that diversity and inclusion are essential components of any successful, happy workplace. Through our Value Everyone Diversity and Inclusion Strategy and Action Plan, we are growing our diverse workforce and developing our inclusive culture where everyone is able to thrive and reach their full potential, regardless of their identity or background. To find out how we are making this a reality, visit www.balfourbeatty.com/diversityandinclusion

To help and support us with our desired commitment to create an inclusive culture we are members of WISE, enei, Business Disability Forum and the Association for Black and Minority Ethnic Engineers (AFBE). In 2020, we signed the Audeliss and Involve Open Letter to demonstrate our commitment to taking key long term and sustainable actions on Black Inclusion. Balfour Beatty is also a Gold Award holder in the Ministry of Defence 'Employer Recognition Scheme' and actively encourage applications from Armed Forces personnel, veterans and reservists.

As a Disability Confident Employer, we are committed to working with people who have disabilities and long-term health conditions to remove barriers for them in obtaining employment. We are also committed to offering applicants with a disability an interview if they meet the minimum requirements for the role. For more info, visit: https://disabilityconfident.campaign.gov.uk/

We are looking to continually improve our resourcing process and ensure that it is fair and inclusive for all. If you have any feedback on the process, please share this with us at: [e-mail]