Business Support Administrator

Jobtailor; Aberdeen City; On-site; GBP 25,000 - 35,000; Full time

Job summary

Jobtailor is seeking an organised Administrative Support Coordinator in Aberdeen to streamline day-to-day admin for client delivery. The role covers procurement, invoicing, receptionist duties, and maintaining project documentation.

You will work in a dynamic engineering environment, coordinating tasks, travel, and onboarding while supporting business development under line management guidance.

Qualifications

• 1–5 years of relevant experience in a technical engineering environment.
• Highly organised with strong written and verbal communication skills.
• Strong IT skills with proficiency in Microsoft Office.

Responsibilities

• Ensure administrative tasks are completed in a consistent and timely manner.
• Provide cross-functional business support in a fast-paced environment.
• Perform general reception duties: answer and redirect calls, meet and greet visitors.
• Raise and issue purchase/work orders for expediting projects or contractor services.
• Arrange business travel, accommodation, meetings and events.
• Format business documentation to required standards.
• Support training input and completion checks.

Skills

Highly Organized

Attention to Detail

Verbal Communication

Team Collaboration

Self-Directed

Tools

Microsoft Office

Job description

• Ensure that administrative tasks associated with day-to-day business requirements and delivery of jobs to clients are completed in a consistent and timely manner
• Cross functional business support in the execution of administrative tasks in a fast paced and dynamic multi-tasking environment
• General reception duties: answering and redirecting calls, meet and greet clients / visitors
• Raise and issue as appropriate any purchase/work order relating to expediting of project delivery or business requirements, e.g., for purchase of contractor and subcontractor services, purchase of engineering software or equipment etc…
• Arrange business travel, accommodation, meeting and event requirements
• Format business documentation
• Support business time writing, i.e. training, input and completion checks
• Timely preparation of invoices as per agreed milestones for subsequent checking and approval
• Support facility management, e.g. arrangement of annual PAT testing, office maintenance
• Procurement of business supplies in compliance with Apollo's quality systems Human resources
• Support to Apollo's recruitment process
• Support Apollo's onboarding process
• Collate project timesheets, expenses and all other supporting documentation required for invoicing milestones
• Prepare contractor employment documentation
• Maintain training / offshore certification records
• Arrange training courses, certification refreshers
• Maintain business trackers, e.g. contractor, computing equipment, access fobs
• Support business development activity as appropriate under the direction of line management

Requirements

• 1 to 5 years of relevant experience in an industry relevant technical engineering environment
• Highly organised with good written and verbal communication skills
• Strong IT skills and use of Microsoft Office
• Attention to detail and a high degree of accuracy
• Ability to self-direct and be an efficient and effective team member

Core Competencies

Demonstrates strong organizational and administrative capabilities, with proficiency in Microsoft Office and attention to detail. Supports business operations through effective communication, procurement, and project documentation management.

Highest-signal resume keywords

• Microsoft Office Proficiency
• Administrative Support
• Procurement Management
• Project Documentation Management
• Communication Skills

Hard Skills

• Administrative Tasks
• Invoice Preparation
• Timesheet Management
• Business Documentation Formatting
• Travel Arrangement

Soft Skills

• Highly Organised
• Attention to Detail
• Self-Directed
• Team Collaboration
• Verbal Communication

Industry Keywords

• Technical Engineering Environment
• Business Development
• Facility Management
• Recruitment Process
• Onboarding Process