Office Administrator - Aberdeen

Altrad UK, Ireland & Nordics; Aberdeen City; On-site; GBP 18,000 - 26,000; Full time

Job summary

Altrad are seeking an Office Administrator to join our Aberdeen Base Facility, supporting day-to-day operations, filing, and Excel record-keeping. You will create detailed reports and manage equipment certification in Eplant, raise POs, handle invoices and shipping documentation, and ensure IMS documentation is current.

Collaboration with internal teams and external suppliers is essential to maintain AIS compliance and improve administrative processes.

Qualifications

• NVQ Level 2/3 in a relevant subject or equivalent practical work experience.
• Demonstrable knowledge of the Oil & Gas sector.
• Previous experience working as an Office Administrator, Administrative Assistant or in a similar administrative role.
• Proven ability to manage and prioritise a varied workload effectively.
• Advanced knowledge of Microsoft Office applications, particularly Microsoft Excel.
• High proficiency in Excel reporting, pivot tables and data management.
• Good working knowledge of Microsoft Word and PowerPoint.
• Excellent organisational skills and attention to detail.
• Strong communication and relationship-building skills.
• Proactive, resourceful and able to work effectively both independently and as part of a team.

Responsibilities

• Provide general Base Facility administrative support, including filing and maintaining Excel spreadsheets and registers relating to Base Facility workscopes.
• Create detailed Excel reports and pivot tables to monitor equipment and shipping utilisation data.
• Update and maintain equipment certification records using the dedicated Eplant system.
• Raise transport POs, manage local internal billing and raise material requisitions for plant and equipment.
• Check and maintain shipping documentation on shared networks.
• Carry out customs compliance checks for international shipments alongside MSS reports.
• Prepare Cost-Time-Resource (CTR) documentation for the hire of external equipment.
• Coordinate vehicle logistics, including tracking, servicing, repairs, fuel monitoring and driver licence checks.
• Check and approve incoming invoices, resolving any supplier invoice queries.
• Regularly update and maintain Integrated Management System (IMS) documentation.
• Work collaboratively with internal departments and external suppliers to ensure effective communication and smooth operational processes.

Skills

Office administration experience

Oil & Gas sector knowledge

Strong communication

Organization & prioritization

Teamwork

Attention to detail

Education

NVQ Level 2/3 in a relevant subject

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Eplant system

IMS documentation

Job description

Altrad are currently looking for an experienced Office Administrator to join our team and support the day-to-day operations and administration of our Base Facility.

The successful candidate will play a key role in maintaining tracking systems, equipment records and logistics data, ensuring compliance with company standards and industry regulations. Working closely with internal teams and external suppliers, you will support operational efficiency, ensure compliance with AIS guidelines and identify opportunities to improve administrative processes.

Key Deliverables

• Provide general Base Facility administrative support, including filing and maintaining Excel spreadsheets and registers relating to Base Facility workscopes.
• Create detailed Excel reports and pivot tables to monitor equipment and shipping utilisation data.
• Update and maintain equipment certification records using the dedicated Eplant system.
• Raise transport Purchase Orders (POs), manage local internal billing and raise material requisitions for plant and equipment.
• Check and maintain shipping documentation on shared networks.
• Carry out customs compliance checks for international shipments alongside MSS reports.
• Prepare Cost-Time-Resource (CTR) documentation for the hire of external equipment.
• Coordinate vehicle logistics, including tracking, servicing, repairs, fuel monitoring and driver licence checks.
• Check and approve incoming invoices, resolving any supplier invoice queries where necessary.
• Regularly update and maintain Integrated Management System (IMS) documentation.
• Work collaboratively with internal departments and external suppliers to ensure effective communication and smooth operational processes.

Key Requirements / Qualifications

• NVQ Level 2/3 in a relevant subject or equivalent practical work experience.
• Demonstrable knowledge of the Oil & Gas sector.
• Previous experience working as an Office Administrator, Administrative Assistant or in a similar administrative role.
• Proven ability to manage and prioritise a varied workload effectively.
• Advanced knowledge of Microsoft Office applications, particularly Microsoft Excel.
• High proficiency in Excel reporting, pivot tables and data management.
• Good working knowledge of Microsoft Word and PowerPoint.
• Excellent organisational skills and attention to detail.
• Strong communication and relationship-building skills.
• Proactive, resourceful and able to work effectively both independently and as part of a team.