Office Administrator

Office Administrator

Location: Aberdeen
Salary: £32,000 per annum
Job Type: Full-Time, Permanent

About the Role

We are seeking a highly organised and customer-focused Office Administrator to support the day-to-day operation of within the Facilities Maintenance team for an Education facility in Aberdeen.

The successful candidate will play a key role in ensuring the smooth running of office operations, supporting managers and operational teams, maintaining accurate records, and delivering excellent service to both internal and external stakeholders.

Key Responsibilities

• Process, track and manage invoices through approval workflows.
• Handle supplier queries and support the resolution of invoice discrepancies.
• Review and process timesheets, ensuring accuracy and timely submission.
• Manage incoming and outgoing office correspondence and mail.
• Coordinate parking permits, visitor arrangements and site administration requirements.
• Act as the first point of contact for visitors, telephone enquiries and shared email inboxes.
• Support the management of holiday, sickness and attendance records.
• Assist with the preparation of operational reports, presentations and documentation.
• Produce spreadsheets and reports to support financial monitoring and budget reviews.
• Support monthly invoicing and administrative processes.
• Order and maintain office stationery and supplies.
• Organise meetings, take minutes and distribute meeting notes where required.
• Coordinate room bookings and event arrangements, including catering requirements.
• Maintain and update equipment, document and asset registers.
• Provide administrative support to managers and operational teams as required.
• Undertake additional duties appropriate to the role.

What we are looking for:

Essential Skills & Experience

• Previous experience in an office administration or coordinator role.
• Strong organisational skills and excellent attention to detail.
• Ability to prioritise workload and meet deadlines.
• Excellent verbal and written communication skills.
• Strong customer service and stakeholder management skills.
• Good problem-solving abilities and a proactive approach.
• Experience using Microsoft Office, including Word, Excel and PowerPoint.
• Ability to work independently and as part of a team.
• Must pass a PVG Check before starting

Desirable

• Experience supporting facilities management, maintenance, engineering or operational teams.
• Experience working with invoicing, payroll administration or timesheet management systems.
• Knowledge of health and safety procedures within a workplace environment.

Apply Now

If you are an enthusiastic and organised administrator looking for your next opportunity in Aberdeen, we'd love to hear from you. Apply today with your CV!

RG Setsquare is acting as an Employment Agency in relation to this vacancy.