Administration Co-ordinator

Castle View Personnel; Inverness; On-site; GBP 24,000 - 30,000; Full time

Job summary

A recruitment agency in Inverness is seeking an Administrative Coordinator to provide essential support to the service team. Main responsibilities include managing permits, updating reports, and assisting with HR processes. Ideal candidates will have experience in a coordination role, strong organizational skills, and proficiency in Microsoft Office. Benefits include comprehensive training, a competitive pension scheme, and generous leave. This position represents a fantastic opportunity for career development within a supportive working environment.

Benefits

Full in-house training

Competitive pension scheme

Life assurance scheme

Health cash plan

30 days annual leave

Free annual health check

Qualifications

• Proven experience in an administrative or coordination role, preferably within a technical environment.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Excellent attention to detail and accuracy in data handling.

Responsibilities

• Manage and process work permits in line with requirements.
• Update and maintain asset lists and fault rectification reports.
• Assist with recruitment requirements and onboarding processes.

Skills

Organisational skills

Microsoft Office Suite proficiency

Communication skills

Tools

CRM Software

Field motion software

Job description

Administration Co-ordinator

Type: Permanent

Hours: Full Time (Monday – Thursday 8-5, Friday 8-3)

Salary: £24,000 - £30,000

An excellent career opportunity is available for an Administrative Coordinator to join our Inverness based client. The successful applicant will provide essential administrative and operational support to the service team, ensuring compliance, accurate reporting, and efficient coordination of processes. This role is integral to maintaining data integrity, supporting engineers, and assisting management with reporting, procurement, and resource planning.

Duties include:

Compliance & Documentation

• Manage and process work permits in line with company and regulatory requirements.
• Upload and maintain job reports, quotes, pump reports, and water sample documentation.
• Submit water samples and ensure accurate record-keeping.

Data Management & Reporting

• Update and maintain asset lists and fault rectification reports.
• Prepare and distribute daily and weekly issue reports.
• Compile monthly ash/service Gantt charts and Balanced Scorecard fault comparisons.
• Consolidate data for monthly and annual reports.

Operational Support

• Manage timesheet submissions and ensure accuracy.
• Update parts application with store-side information.
• Assist with van stock and stock replenishment, including parcel force coordination.
• Review PODs for locally sourced sundries and liaise with procurement.
• Support invoice administration and quote compilation.

Meetings & Communication

• Take and distribute minutes for engineer and client meetings.
• Prepare engineer PowerPoint presentations for internal and external use.

Recruitment & HR Support

• Assist with recruitment requirements and onboarding processes.

General Assistance

• Provide administrative support to the Senior Service Manager and other team members as required.

Person Specification:

• Proven experience in an administrative or coordination role, preferably within a technical or service environment.
• Strong organisational and time management skills with the ability to prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and relevant business systems.
• Previous experience in Field motion or CRM Software desirable
• Excellent attention to detail and accuracy in data handling.
• Strong communication skills, both written and verbal.

Preferred:

• Proactive and self-motivated with a problem-solving mindset.
• Ability to work independently and as part of a team.
• High level of confidentiality and professionalism.

Employee Benefits:

• Full in-house training and career development opportunities
• Competitive pension scheme
• Life assurance scheme
• Health cash plan
• Free annual health check during working hours
• 30 days annual leave increasing in line with length of service.
• Social events organised for all employees throughout the year via our Health and Wellbeing committee.
• Secure, free onsite parking
• Friendly and supportive working environment in state-of-the-art facilities

For more information including a full job description and remuneration package please respond by email or contact Castle View Personnel on 01463 230 200.

Castle View Personnel (Inverness) Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers.

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