Administrative Assistant

Purpose of the Role

The Administration Officer is responsible for providing day-to-day administrative and compliance support to ensure smooth business operations. This role manages staff onboarding, travel and accommodation bookings, inbox coordination, and documentation, while supporting vendor compliance and project mobilisation. The Administration Officer also ensures accurate job entry, purchase orders, and work orders are maintained within company systems.

Key Responsibilities

Staff Onboarding & Compliance

• Coordinate onboarding of new staff, including inductions, training documentation, and credential checks.
• Maintain accurate employee records and compliance documentation.
• Support vendor compliance processes by supplying and tracking required documents.
  
  

• Book flights, accommodation, and vehicle hire for staff mobilisation to site.
• Prepare mobilisation packs, including permits, tickets, and required paperwork.
• Maintain scheduling of accommodation and housing allocations.
  
  

• Manage the central company inbox, triaging and responding to emails in a timely manner.
• File, organise, and distribute documents to relevant staff.
• Support internal communication and ensure accurate document version control.
  
  

• Enter new jobs into company systems and ensure information is accurate.
• Prepare and issue purchase orders and work orders.
• Track the status of POs, jobs, and compliance documents to keep records up to date.
  
  

• Respond to vendor enquiries relating to administration and compliance requirements.
• Provide requested documents promptly to clients and stakeholders.
• Assist the Managing Director and Operations Manager in preparing client-facing documentation.
  
  

• Day-to-day administration tasks, including onboarding, bookings, and document management.
• Job entry into systems, issuing work orders and purchase orders.
• Inbox management and vendor compliance submissions. Supports:
• Managing Director by ensuring vendor and client compliance requirements are met.
• Operations Manager by preparing mobilisation packs, bookings, and job documentation.
• Accounts Officer by providing administrative support on timesheets, POs, and vendor information. Exclusions (Retained by Managing Director):
• Final approval of contracts, financial commitments, and vendor agreements.
• Strategic workforce planning, housing policy, and long-term resource allocations.
• Client relationship management and commercial negotiations.
  
  

• Strong organisational and coordination skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Clear written and verbal communication skills.
• Accuracy and attention to detail in data entry and documentation.
• Proficiency with office software, booking systems, and document management platforms.
• Professional, reliable, and proactive approach to supporting operations.
• Ability to maintain confidentiality with sensitive staff and vendor information.