Office Manager and Project Co-ordinator

Company: Ultra Intelligence & Communications Command, Control, Intelligence (UK) (C2I UK) Powering Decision Join the team redefining defense technology. From engineering systems that save lives to leading programs that change the battlefield—find your place in the future of defense. Command, Control, Intelligence, and Encryption (C2I&E) By joining our Command, Control, Intelligence, and Encryption (C2I&E) business, you will be a member of a team dedicated to providing innovative solutions that streamline the preparation and execution of intricate, mission-critical operations. We focus on enhancing situational awareness, tactical command and control, and seamless video data exchange capabilities within a dynamic, multi-domain environment.

Job Description

Based: Westhill, Aberdeen. Part-time or full-time applicants will be considered with potential for hybrid working.

Reporting to the Project and Systems Engineering Manager, the Office Manager and Project Co-ordinator will provide structured administrative, planning, office management, and project co-ordination support to the Aberdeen service team, who are responsible for delivering support services to our customers.

The post holder will support the Project and Systems Engineering Manager, Project Managers, Finance team, Commercial team and Service Engineers by maintaining accurate schedules, records, customer correspondence, purchasing information, stock records, travel arrangements, training administration, and operational documentation.

The role is central to ensuring that company processes, quality standards, contractual traceability, and customer service expectations are maintained across planned maintenance, reactive support, small orders, training support, materials movements, stores activity, and day-to-day office operations.

The post holder will be responsible for supporting the effective administration and coordination of Aberdeen service activities, with the scope of work set by the Project and Systems Engineering Manager and aligned to the needs of the service schedule, customer commitments, office requirements, and project delivery priorities.

This includes maintaining archives, databases, service records, office filing systems, stock records, customer feedback data, training records, purchase and invoice trackers, and supporting documentation to ensure information is accurate, controlled, and available when required.

Key Responsibilities:

• Raise CCRs and Job Cards for planned maintenance visits and support the Project and Systems Engineering Manager with the day-to-day maintenance, management, and accuracy of the service schedule.
• Review maintenance schedules for upcoming platform, vessel and customer visits due within the next few months, ensuring planning activity, customer engagement, materials preparation, travel arrangements, and supporting documentation are progressed in sufficient time.
• Communicate with customers to agree proposed maintenance dates, support visit dates, customer training arrangements, and associated service activities, ensuring updates are captured and communicated to the relevant internal stakeholders.
• Maintain the service planner, maintenance schedule, weekly status reports, planner tabs, purchase order records, enquiry numbers, maintenance codes, chargeable activity records, and related tracking spreadsheets.
• Support the Project and Systems Engineering Manager with the preparation of small order quotations, order processing, purchase requisitions, vendor setup activity, consumable ordering, and administrative support for planned and reactive service tasks.
• Provide administration support for existing CBT training courses, including customer communication, training records, feedback data entry, completion forms, and maintaining accurate training-related documentation.
• Update customer feedback information from site visits and training forms, ensuring data is accurate, complete, traceable, and captured with a high level of attention to detail.
• Arrange travel for Aberdeen office personnel in accordance with company policies, including liaison with external travel partners and third parties for flights, hire cars, taxis, accommodation, visas, seaman’s books, certification requirements, and supporting travel documentation.
• Manage the operation of the Aberdeen stores, including purchasing, stock issue, stock control, stock taking, minimum stock level monitoring, and ensuring materials required to support service contracts are available when needed.
• Add materials onto IFS, raise requisitions for materials to be ordered, maintain radar spares kits, and support the availability of PPE, tools, consumables, and equipment required by engineers.
• Carry out Goods In and Goods Out duties, including packing materials, measuring and weighing consignments, booking couriers, completing SDNs on the helpdesk, ensuring company packing policies are followed, and completing all required paperwork once materials have been shipped.
• Update CCRs and related records with all relevant documentation, including customer correspondence, shipping records, purchase order details, invoices, close-out information, and supporting evidence.
• Maintain the office filing system and provide guidance and assistance to service team members in support of their work, including both hard copy and electronic files, correspondence, archives, databases, and controlled service records.
• Carry out reception and general office duties, including answering telephones, booking visitors in and out, handling office mail, maintaining office supplies, managing stationery and sundries, and supporting day-to-day office requirements.
• Provide general administrative support including checking, coding and scanning invoices, recording and scanning expenses and claims, maintaining Barclaycard records, processing invoices, and updating spreadsheets for purchase orders, invoices, and associated office records.
• Support facility maintenance activities for the Aberdeen office, including coordination with suppliers, contractors, service providers, and internal stakeholders as required.
• Support local HSE, environmental, and compliance arrangements, including ISO 14001 awareness, first aid arrangements, fire warden duties, PPE requirements, office safety processes, and maintaining a safe and well-organised working environment.