About us
Haventus is the owner of Ardersier Port. The first phase of development at Ardersier is now complete, marking a major milestone in creating a modern energy hub that will support the UK's move to cleaner energy.
With the core infrastructure now in place, the site is ready to welcome a diverse range of businesses, from renewable energy developers and technology innovators to manufacturers, supply chain partners and service providers, all working to deliver net-zero solutions at scale.
We have already helped create high-quality, well-paid jobs, with more opportunities to come as activity grows. By building strong foundations and working closely with partners and the local community, we're helping to deliver lasting economic benefits and play a practical role in the UK's energy future.
About the role
The Office Coordinator plays a key role in keeping our Port office running smoothly, efficiently and with a welcome, positive atmosphere. Acting as the central point of coordination, you'll take ownership of the day-to-day running of the office while providing reliable administrative and operational support to teams across the business.
This is a hands-on, varied role for someone who enjoys being trusted to get on with things, adapts easily to changing priorities and likes helping others succeed. You'll be the first point of contact for visitors, a go-to support for colleagues and a proactive problem-solver who spots opportunities to improve how the office operates and feels.
You'll thrive in this role if you're organised, approachable, self-sufficient and comfortable balancing multiple responsibilities whilst maintaining a calm, positive presence.
What you'll do
Ensure our office is set up for success
* Take ownership of the day-to-day running of the office, ensuring it's welcoming, well-organised and fit for purpose
* Create a positive first impression by greeting visitors and customers warmly and professionally
* Prepare and set up meeting rooms for internal and external meetings, ensuring spaces are clean, organised and ready for use
* Handle incoming calls, e-mails, post and deliveries efficiently and with attention to detail
* Manage office supplies and cleaning equipment, carry out regular stock checks and placing orders as required
* Coordinate incoming and outgoing deliveries and resolve any issues promptly
* Identify opportunities to improve office processes, layouts or ways of working
Support health, safety and compliance
* Support the coordination of workplace health and safety activities, including maintaining H&S records, checklists and signage
* Support incident reporting and follow-up actions
* Assist with fire safety processes, such as coordinating fire drills and evacuation plans
* Act as a Fire Warden (training provided)
* Support risk assessments for office activities and shared space
Administrative support across the business
* Provide flexible administrative support to multiple teams, particularly Port Operations and Commercial
* Manage calendars and schedule meetings using online systems
* Confidently use Microsoft Office (Word, Excel, Outlook, Teams) for correspondence, documents, reporting and scheduling
* Maintain accurate records by updating company systems and databases
* Manage digital and physical filing systems to ensure information is easy to access
* Assist colleagues with office equipment or system queries when needed
Liaise with our external providers
* Act as the main point of contact for our external providers relating to the office (e.g. cleaning company, office equipment and food suppliers)
* Provide feedback to providers ensuring quality service and agreed standards are met
* Organise and collect catering where required
We intentionally don't list all the things that the role involves. As a developing company, we often wear many hats to get involved in things outside of the 'day job' to ensure our experiences are diverse, challenging and ultimately, help to make our company a success.
What we expect from you
We know that everyone is different, and with your unique experiences and opinions, we believe we can create an environment where everyone feels they can contribute. In this role we expect you to have:
* Experience in an administrative, coordinator or similar office-based role
* An understanding or willingness to learn health and safety requirements in the workplace
* A full UK driving licence (essential)
It's also important to us that you:
* Thrive in a team environment, collaborating effectively with others and contributing to collective success.
* Have strong organisational and communication skills, with the ability to manage your own workload and complete activities on time.
* Have a keen eye for detail and prioritise accuracy, ensuring that all work is thorough and precise.
* Prioritise health and safety in all aspects of your work, proactively identifying risks and ensuring compliance with all regulations to create a safe environment.
* Communicate clearly and concisely, whether in writing or verbally, tailoring your message to the audience to ensure understanding and alignment.
* Remain positive and composed under pressure, adapting to challenges and maintaining focus to drive projects forward.
* Take initiative and are driven by results, consistently seeking ways to improve ways of working.
* Uphold the highest standards of integrity and ethics, making decisions that reflect honesty, transparency, and respect for others.
* Are professional and confident in engaging with senior stakeholders, effectively communicating and building strong relationships at all levels.
* Are highly proficient in Office 365, leveraging tools like Excel, Word, PowerPoint, and Teams to enhance productivity, collaboration, and efficiency.
What you can expect from us
* A competitive salary - between £26,500 - £29,500 depending on your level of experience.
* 25 days annual leave plus 8 public holidays
* Competitive Company Pension
* Private Health & Dental Insurance
* Life Assurance plus, other flexible benefits
Our commitment
We are committed to creating a diverse and inclusive workplace. We welcome and encourage individuals from all backgrounds, experiences and perspectives to join us in building a better future together.