The Administrative Coordinator for our Montrose Shop provides comprehensive administrative and coordination support to ensure the smooth running of all site operations. The role acts as a central point for visitor management, internal communications, facilities coordination, and key operational processes such as fleet administration, payroll support, and procurement tracking.
You will be responsible for:
Visitor & Meeting Coordination
- Manage customer and visitor site visits, including scheduling, welcome arrangements, security access, and on-site hosting logistics.
- Coordinate site meetings, ensuring rooms are booked, prepared, and equipped appropriately.
- Maintain the meeting room calendar, resolving conflicts and ensuring efficient utilisation.
Site Communications & Engagement
- Facilitate site-wide communications, including preparing and distributing Toolbox Talks, notices, and operational updates.
- Maintain site notice boards, ensuring information is accurate, current, and compliant with company standards.
Fleet, Facilities & Operational Administration
- Oversee the administration of the site vehicle fleet, including documentation, servicing schedules, mileage tracking, and compliance requirements.
- Manage lockers, workwear, PPE, and laundry services, ensuring availability, accurate records, and timely issue/collection.
- Support payroll processes, including timesheet collation, absence tracking, and data validation.
Procurement, Accounts & Reporting
- Act as the administrative owner for key indirect accounts, ensuring accurate PO creation, invoice tracking, and timely approvals.
- Monitor and report on KPIs related to indirect spend, service performance, and supplier compliance.
- Prepare routine and ad-hoc reports to support site leadership and operational decision-making.
General Administrative Support
- Maintain accurate records, logs, and documentation across all areas of responsibility.
- Support audits, compliance checks, and continuous improvement initiatives.
- Provide general administrative support to site management and operational teams as required.
- Creating and Managing Power Bi Dashboards to track and manage data throughout the site
- Fuel your passion
To be successful in this role, you will:
- Have good organizational and coordination skills with the ability to manage multiple tasks simultaneously.
- Possess excellent communication skills, both written and verbal, with confidence engaging visitors, suppliers, and internal teams.
- Be proficient in Microsoft Office. Procurement or ERP systems (e.g., SAP, Oracle) is advantageous.
- Have a good experience with Power Bi and creating dashboards to display data
- Have experience in a site-based, manufacturing, engineering, or logistics environment is beneficial.
- Be detail-oriented and with a proactive approach to problem-solving.
- Be able to work independently while supporting a wider team.
- Be Comfortable working in a fast-paced operational environment.
- Possess a good sense of ownership and accountability.
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