We are a local Aberdeen, fast-growing company within the Information Technology industry, looking for an Office Coordinator to join our team at Solab.
The ideal candidate will have previous experience in Office Management, have excellent analytical and numerical expertise and have strong organisational and time management skills.
JOB SUMMARY
The position will play a key role within the Finance and Administration team, managing the general day-to-day running of the office while supporting the finance team. Your attention to detail and organisational skills will help ensure the smooth running of the office and staff whilst supporting both Solab IT Services and Onboard Tracker Ltd with financial administration. This role serves as the first point of contact for visitors, phone calls, and email enquiries, while also supporting internal teams with administrative, financial, and operational tasks.
The Office Coordinator is expected to act as a positive ambassador for Solab IT Services and Onboard Tracker, demonstrating the company’s values in all interactions with clients, partners, and colleagues.
MAIN DUTIES & RESPONSIBILITIES:
Customer Liaison: Arrange quotations, delivery time frames, request purchase orders and ensure that customer renewals are arranged before expiry dates.
Billing, Finance & Commercial Support: Support the monthly billing process, ensuring accuracy and timely completion during holiday cover.
Phone & Email Communication: Act as the central point for inbound phone calls and email enquiries, including the Training Mailbox. Log calls and jobs for the Engineering and Support teams.
Supplier & Order Coordination: Order office sundries and manage stock levels. Coordinate the Authorised Supplier process.
Front-of-House & Visitor Management: Welcome visitors and clients, providing a professional first impression. Book meeting rooms and set up for external meetings.
Facilities & Office Management: Support the day-to-day operations at Bridge House, including coordination of utilities and service contracts (e.g. electricity, gas, and other suppliers). Act as the main point of contact for facilities-related queries, ensuring the office environment is organised, safe, and well maintained.
Delivery & Mail Management: Receive, check, and distribute deliveries on arrival. Handle incoming and outgoing mail as required.
Administrative Support for Teams: Provide general administrative support to Sales, Finance, Purchasing and Engineering teams. Assist with ad-hoc tasks to support daily operations.
Quality Management, Control & Compliance: Support the IMS and the implementation of all processes and documentation ensuring they are clear, consistent, and easy to understand. Embed quality control practices across all functions to support the relevant ISO standards.
Team Training: Act as a point of contact for further training for team members where required and agreed with by their line manager to support performance and development.
Audit Support: Provide support during internal and external audits by preparing documentation and assisting with information requests.
Process Improvement: Contribute to discussions on improving finance processes and systems to enhance efficiency, accuracy and operational effectiveness.
Health & Safety: All employees are responsible for taking reasonable care of their own health and safety and that of others who may be affected by their actions, and for complying with company policies, procedures, training, and risk control measures.
QUALIFICATIONS / EXPERIENCE / SKILLS:
- Previous Office Management experience essential
- Knowledge of Management Systems
- Strong proficiency in financial software and Microsoft Office Suite, particularly Excel and SharePoint.
- Excellent analytical and numerical skills, with a high level of accuracy and attention to detail.
- Strong organisational and time management skills, with the ability to manage multiple tasks and meet deadlines.
- Effective communication skills, both written and verbal, with the ability to convey financial information to non-financial stakeholders.
- Experience with Finance systems advantageous
- Ability to work independently
- Front of House experience
Note: This list is not exhaustive. Employees may be required to carry out other related duties consistent with the role and level of responsibility.
Please send your CV and a cover letter explaining what makes you stand out to recruitment@solab.co.uk.
