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Administration Assistant

2 weeks ago

Aberdeen AB LQ, United Kingdom Offshore Helicopter Services UK Ltd Full time £20,000 - £40,000 per year

Job Overview

Offshore Helicopter Services has a vacancy for an Administration Assistant. This is a full-time, office-based position. The role requires flexibility and adaptability, with the ability to prioritise and switch between tasks throughout the day. You will provide comprehensive administrative support across multiple departments, including Reception, Travel, and Ground Operations..

Duties

Reception

  • Providing general front-desk reception and administrative support
  • Answering and directing incoming calls
  • Handling incoming mail and deliveries
  • Responding to inquiries and providing support with queries on lost property
  • Issuing OHS parking and pass instruction to new starts
  • Managing and maintaining parking pass register
  • Ordering office stationery as and when required
  • Maintaining department cost trackers including raising and tracking purchase requisitions
  • Archiving
  • Arranging security pass access
  • Arranging and setting up hospitality for meetings when required
  • Assisting the Finance team in verifying bank details with new suppliers

Travel

  • Providing a backup cover for the business when the Travel Administrator is on holiday, periods of absence and if they are experiencing high demand
  • Arranging air / rail / ferry / hotel / car hires whilst adhering to the travel policy
  • Maintaining up to date records of requests received, approvals, travel booked, and any amendments requested and made
  • Assisting with the checking and reviewing of the weekly/monthly invoices, including but not limited to; travel and car hire invoice spreadsheets for any invoicing errors and notify Travel Management Company/Accounts Payable accordingly.
  • Arranging off-site meeting rooms
  • De-conflicting annual leave to ensure continuous travel function cover

Ground Operations

  • Raising purchase requisitions as required by the Ground Operations Base Manager
  • Maintaining department cost trackers including raising and tracking purchase requisitions
  • Updating and collating inbound search findings and highlighting any Dangerous Good Reports (DGR's) to Ground Operations Standards & Safety Lead
  • Updating and collating security patrols highlighting any reported issues to the Ground Operations Standards & Safety Lead
  • Assisting with preparation of monthly GOSAG power point presentation
  • Recording monthly GOSAG meeting minutes
  • Arranging employee medicals including pre-employment medicals, occupational health consultations, and drug & alcohol screening
  • Providing monthly breakdown of Inbound Searches and any findings per customer
  • Providing monthly summary of Security Patrol Checks
  • Arranging training and maintaining employee training records in Air Maestro
  • Ordering department stationery as and when required

Other general admin duties as required

Any other delegated responsibilities as instructed by management within the timeframe specified, in a safe and efficient manner to meet business requirements, provided the instruction is reasonable and you are capable and deemed competent to fulfil these.

What we're looking for

We are seeking someone with previous administrative experience, including travel booking, combined with a strong customer service background, professionalism, and problem-solving skills.

You should be:

  • Proficient in Microsoft Office Suite
  • Organised and detail-oriented
  • An excellent communicator, both verbally and in writing
  • Proactive and self-motivated
  • Adaptable and resilient
  • Discreet and trustworthy
  • Team-oriented

Applicants must have the Right to Work in the UK.

The closing date for applications is Thursday 4th December 2025.

Job Types: Full-time, Permanent

Work Location: In person