Business Support Coordinator

The HR Dept Highlands, Islands and Moray; Inverness; On-site; GBP 23,000 - 30,000; Full time

Job summary

Etive Consulting Engineers Limited seeks a Business Support Coordinator to join the Inverness office, delivering administrative and operational support across facilities, project documentation and finance processes.

You will work with the Inverness Director and Edinburgh-based Practice Manager to maintain a professional, well-organised environment, while looking for practical improvements to business processes and office efficiency.

Qualifications

• Previous experience in an administrative or office coordination role.
• Experience supporting invoicing and billing processes.
• Experience maintaining project documentation and QA records, or tender submissions.
• Familiarity with facilities management and health & safety procedures.
• Experience coordinating meetings, training, travel and accommodation.
• Experience using Adobe InDesign or similar document design software.
• Previous experience in an engineering consultancy or professional services environment.

Responsibilities

• Provide administrative and operational support to Inverness office.
• Coordinate facilities, supplies, equipment and general office management.
• Assist with monthly billing and liaise with the Practice Manager.
• Support project administration, including documentation and QA records.
• Organise meetings, training, travel and accommodation arrangements.
• Undertake routine health and safety checks in the office.
• Act as a point of contact for visitors and external stakeholders.
• Provide onboarding support for new starters and departures.
• Collaborate with the Inverness Director and wider team.
• Identify opportunities to improve administrative processes and office efficiency.
• Undertake other reasonable admin and business support duties.

Skills

Organisational skills

Administrative experience

Communication skills

Problem-solving

Tools

Microsoft 365

Adobe InDesign

SharePoint

Job description

Our client, Etive Consulting Engineers Limited is an engineering consultancy with offices in Inverness and Edinburgh. The company provides professional engineering consultancy services and operates in a collaborative, team-focused environment, with an emphasis on delivering high-quality work and maintaining strong working relationships.

Etive promotes a supportive and professional workplace where employees are encouraged to take initiative, develop their skills and contribute to the continued success of the business. The company values effective communication, organisation, teamwork and a proactive approach to improving working practices.

The Role

The Business Support Coordinator plays a key role in ensuring the smooth and efficient day-to-day operation of Etive Consulting Engineers Limited’s Inverness office. The role involves providing a broad range of administrative, operational and office management support, including coordinating facilities, maintaining project documentation, assisting with invoicing and tender submissions, and organising meetings, training and travel arrangements.

Working closely with the Inverness Director, Edinburgh-based Practice Manager and wider team, the postholder will help maintain a professional, welcoming and well-organised working environment while proactively identifying opportunities to improve business processes and operational efficiency.

Key Responsibilities

• Provide efficient and proactive administrative and operational support to ensure the smooth day-to-day running of the Inverness office.
• Coordinate office facilities, supplies, equipment and general office management requirements, maintaining a safe, professional and welcoming working environment.
• Support financial administration, including collating invoice information, assisting with monthly billing and liaising with the Practice Manager.
• Assist with project administration, including maintaining project documentation, quality assurance records and supporting bid and tender submissions.
• Organise and coordinate meetings, training courses, travel and accommodation arrangements as required.
• Undertake routine health and safety checks and monitoring, ensuring office facilities are maintained in accordance with relevant requirements.
• Act as a point of contact for visitors, suppliers, contractors and other external stakeholders, ensuring professional and effective communication.
• Provide administrative and practical support for new starters and departing employees.
• Work collaboratively with the Inverness Director, Edinburgh-based Practice Manager and wider team to support business operations.
• Proactively identify opportunities to improve administrative processes, operational efficiency and the overall effectiveness of office support services.
• Undertake other reasonable administrative and business support duties appropriate to the role, as required.

Strong organisational and administrative skills, with the ability to manage multiple tasks, prioritise workloads and meet deadlines effectively.

Excellent written and verbal communication skills, with the ability to interact professionally with colleagues, clients, suppliers and external stakeholders.

High level of attention to detail, accuracy and commitment to maintaining quality standards.

Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, Teams and SharePoint.

Ability to work independently, use initiative and take a proactive approach to problem-solving.

Strong interpersonal skills, with the ability to build positive working relationships and collaborate effectively as part of a team.

Adaptability and flexibility to respond to changing business priorities and operational requirements.

Ability to maintain confidentiality and handle sensitive business information professionally.

A practical, resourceful and solutions-focused approach to office administration and business support.

Commitment to delivering a high standard of service and maintaining a safe, professional and well-organised working environment.

Desirable Skills and Experience

Previous experience in an administrative, office coordination or business support role.

Experience supporting financial administration, including invoicing and billing processes.

Experience maintaining project documentation, quality assurance records or assisting with bid and tender submissions.

Familiarity with office facilities management and workplace health and safety procedures.

Experience coordinating meetings, training, travel and accommodation arrangements.

Experience using Adobe InDesign or similar document design and layout software.

Previous experience working within an engineering consultancy or other professional services environment.