Office Coordinator

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:

• Ensure finished goods meet design specifications and regulatory standards.

• Support compliance with Quality, Environmental and Health & Safety standards.

• Contribute to continuous improvement initiatives.

• Maintain high levels of customer satisfaction.

All duties must be carried out in accordance with:

• ISO 9001:2015 (Quality)

• ISO 14001:2018 (Environmental)

• ISO 45001:2018 (Health & Safety)

Main Responsibilities

Business Administration Duties

• Process timesheets and allocate hours appropriately.

• Track, approve, and process employee expenses in coordination with Accounts.

• Maintain document control systems.

• Coordinate meetings, prepare agendas, record minutes, and track action plans.

• Perform accurate data entry and record keeping.

• Monitor and track PAT testing and calibration schedules.

• Manage travel and hotel bookings for site-based operatives and office staff.

• Support departmental improvement projects.

Project Administration Duties

• Process incoming customer orders.

• Raise and coordinate purchase orders with suppliers.

• Create and maintain project documentation, including work programmes and schedules.

• Liaise with internal and external stakeholders for required information.

• Assist in preparation of documentation for project start-up and completion.

• Develop and improve administrative processes for efficiency.

• Take responsibility for assigned projects and tasks

General Responsibilities

• Carry out additional reasonable duties as directed by the Line Manager or Management Team.

• Follow all Health, Safety, Quality and Environmental procedures.

Qualifications & Skills

• Minimum 5 years’ experience within an office environment.

• Experience within the engineering services industry.

• Proficiency in ERP systems (preferably EFACS).