Operations Administrator

Maritime Developments Limited; Aberdeen City; On-site; GBP 25,000 - 35,000; Full time

Job summary

Maritime Developments Limited is seeking an Operations Administrator who will be responsible for managing travel logistics and providing administrative support to the Assets & Operations Team. The ideal candidate will thrive in a fast-paced environment, possess strong organizational and interpersonal skills, and have experience within technical or engineering sectors. A commitment to diversity and inclusion is central to the company's values.

Qualifications

• Experience in administrative support within a technical or engineering environment preferred.
• Ability to create and maintain structured documentation and visual process flows.
• Previous experience in managing travel logistics, including visa processing, for international deployments is advantageous.

Responsibilities

• Manage and coordinate all aspects of travel and visa arrangements for field technicians.
• Provide comprehensive administrative and technical support to the Assets & Operations Team.
• Ensure compliance with international travel regulations and manage travel logistics.

Skills

Microsoft knowledge

Organisational skills

Time management

Problem-solving

Interpersonal skills

Education

SQA (or equivalent) Administration Qualification

Job description

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Human Resources Coordinator @ Maritime Developments Limited

Maritime Developments Limited - Maritime Developments | Tailored consultancy, equipment and personnel packages

Do you want to be a part of a forward thinking team, challenging how things are done today to find improved solutions for tomorrow? Are you energetic and driven, with real hunger to progress?

The MDL brand is centred on a unique personality that shapes us in the development of our team and guides us on how we select who should be part of it. We live Ingenious Instinct by always being open minded to ideas, whatever they are and whomever they come from. We encourage creativity and problem solving, we challenge our team, our processes and our offering to customers, and we celebrate our successes.

The Operations Administrator, reporting directly to the Service Team Lead, is responsible for managing and coordinating all aspects of travel and visa arrangements for a pool of field technicians, while also providing comprehensive administrative and technical support to the wider Assets & Operations Team. This dual role ensures seamless deployment of personnel and efficient operational support across both international logistics and internal project administration.

Experience, Qualifications & Skills

It is key the post holder thrives in a fast-paced environment and copes well under pressure as well as being flexible and adaptable.

• SQA (or equivalent) Administration Qualification
• Familiarity with document control, version tracking, and digital filing systems
• Significant Microsoft knowledge and experience, as well as managing databases.
• Experience in administrative support within a technical or engineering environment preferred
• Ability to create and maintain structured documentation and visual process flows
• Effective interpersonal skills, including proven abilities to listen, effectively communicate clearly and concisely to obtain positive results.
• Strong organisational and time management skills and the ability to multitask.
• Problem solving skills and process familiarisation.
• Previous experience in managing travel logistics, including visa processing, for international deployments is advantageous.
• Understanding of and respect for different cultures, which is essential for managing global travel logistics.

Personal Attributes

• Able to multi-task, work under high pressure and as part of a team
• Able to work on own initiative and be self-motivated.
• Willingness to learn & adapt.
• Excellent communication skills (verbal and written) with all levels of management, personnel, suppliers, clients & other stakeholders.

Key Result Areas

Administrative Support

Answer incoming calls and direct queries appropriately. Take accurate messages and forward calls as needed. Provide general administrative support across the A&O department. Schedule internal meetings and manage shared calendars. Monitor shared inboxes and triage communications. Order and manage office supplies and consumables.

Documentation & Records Management

File and maintain certification documents for refurbished or mobilised equipment. Create certification packages post-refurbishment or project execution. Ensure correct filing of test reports, inspection records, and lift plans. Archive legacy documents to SharePoint or controlled drives. Track document versions and maintain current files on SharePoint. Maintain accurate records of equipment status updates.

Project & Technical Administration

Set up job folders in Microsoft Teams and SharePoint. Populate and maintain project templates with job data. Compile project documentation (QA, FAT reports, certificates). Attend internal handover meetings and note action items. Support weekly job status reviews with documentation updates. Assist engineers with formatting and compiling technical documentation.

Digital Systems & IT Support

Input and update data in the Information Management System (IMS). Maintain consistency across digital project folders. Support creation of workflows, templates, and standard forms. Update asset trackers and job documentation logs.

Oversee and manage the visa application process for field technicians ensuring all necessary visas are obtained in a timely manner. This involves liaising with embassies, consulates, and visa agencies, and ensuring compliance with international travel regulations.

Travel co-ordination for Field Technicians

Arrange and manage all travel logistics for field technicians, including flights, accommodation, and transportation. This ensures technicians arrive safely and on time for deployments. Coordination with the Field Resource Planner is critical for aligning travel plans with resource deployment strategies.

Compliance Management

Ensure all travel and visa processes comply with relevant international laws and company policies. This includes keeping up to date with travel regulations and ensuring all documentation is accurate and complete.

Maintain accurate and organised records of all travel and visa arrangements. This includes keeping detailed records of all bookings, itineraries, and visa statuses for easy access and reference.

Emergency Support

Provide timely support in case of travel-related issues or emergencies, including last-minute changes, visa rejections, or other unforeseen circumstances. Ensure that any disruptions are quickly resolved.

Stakeholder Communication

Communicate effectively with field technicians, operations teams, and external agencies. Provide regular updates on travel and visa statuses and ensure clear communication of any changes or requirements.

Certification & Medical Compliance Monitoring

Monitor the expiry dates of offshore certifications for all field technicians and proactively assist in arranging renewals. Coordinate the scheduling of required medical examinations and travel vaccinations to ensure all personnel are fully compliant and fit for deployment.

Assist with liaising with crewing agencies and contractors to confirm availability and gather onboarding documentation. Request and collect CVs, certifications, and compliance packs from third-party personnel. Ensure all contractor information is accurately uploaded and tracked in internal systems or contractor files.

At Maritime Developments, we believe that diversity drives innovation and success. We are committed to creating an inclusive environment where all employees feel valued and supported. We are an equal opportunity employer and encourage applications from individuals of all backgrounds, experiences, and abilities.

For more information on Maritime Developments please visit our Website Maritime Developments | Tailored consultancy, equipment and personnel packages and LinkedIn page (7) Maritime Developments Limited: Posts | LinkedIn.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Oil and Gas, Services for Renewable Energy, and Engineering Services

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