Role Summary
The Office Coordinator will provide comprehensive administrative support to the Transformer Services department, covering both business and project-related activities. The role works closely with the existing office team to enhance day-to-day operations and ensure smooth departmental performance.
The post holder will:
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Ensure finished goods meet design specifications and regulatory standards.
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Support compliance with Quality, Environmental and Health & Safety standards.
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Contribute to continuous improvement initiatives.
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Maintain high levels of customer satisfaction.
All duties must be carried out in accordance with:
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ISO 9001:2015 (Quality)
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ISO 14001:2018 (Environmental)
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ISO 45001:2018 (Health & Safety)
Main Responsibilities
Business Administration Duties
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Process timesheets and allocate hours appropriately.
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Track, approve, and process employee expenses in coordination with Accounts.
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Maintain document control systems.
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Coordinate meetings, prepare agendas, record minutes, and track action plans.
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Perform accurate data entry and record keeping.
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Monitor and track PAT testing and calibration schedules.
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Manage travel and hotel bookings for site-based operatives and office staff.
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Support departmental improvement projects.
Project Administration Duties
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Process incoming customer orders.
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Raise and coordinate purchase orders with suppliers.
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Create and maintain project documentation, including work programmes and schedules.
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Liaise with internal and external stakeholders for required information.
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Assist in preparation of documentation for project start-up and completion.
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Develop and improve administrative processes for efficiency.
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Take responsibility for assigned projects and tasks
General Responsibilities
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Carry out additional reasonable duties as directed by the Line Manager or Management Team.
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Follow all Health, Safety, Quality and Environmental procedures.
Qualifications & Skills
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Minimum 5 years’ experience within an office environment.
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Experience within the engineering services industry.
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Proficiency in ERP systems (preferably EFACS)