Job Title: Administration Coordinator
Reporting to: Rentals, Service and Asset Manager
Nature of the Position: Full-time Maternity Cover for 13 months
Location: Portlethen, Aberdeenshire

Role Overview:
The job holder is responsible for coordinating the day-to-day running of the office, ensuring the Rental and Service and Commercial functions run smoothly. The job holder is expected to work the hours required to achieve the business needs – these may be out of normal working hours. This position requires strong organisational and analytical skills in order to coordinate a high workload and meet strict deadlines. The role requires a high degree of responsibility and ownership as job holder is required to coordinate the administration for Rentals, Service and Asset Management departments. Job holder will be required to work directly with the Rentals, Service and Asset Manager on a number of issues ranging from high level analysis to standard processes/procedures. The job holder is responsible for training /supporting staff on all administrative processes and procedures.

Key Responsibilities:

• Providing support to the Rental and Service Coordinators.
• Ensuring that all Rental, Service and Asset Management invoicing is processed accurately.
• Upon receipt of Purchase Order, ensuring that the Purchase Order matches the quotation.
• Starting and completing contract review on D365, then linking quotation to a project.
• Updating rental timesheets monthly for each tool in D365.
• Updating D365 with rental returns and preparing rig returns for returned consumables.
• GRN all monthly purchase orders for sub hire orders.
• Daily updating of Monthly Rental Revenue Tracker and reporting to the Rentals, Service and Asset Manager on any discrepancies.
• Preparing and updating all customer rental job trackers.
• Liaising with customers regarding job charges.
• Ensuring all rental on/off hire dates are correct.
• Completing Asset Disposal forms.
• Sub hiring all 3rd party tool rentals.
• Completing stock and rental transfer journals.
• Quoting customers for replacement/missing/damaged items.
• Ensuring all documentation is saved in Document Handling within D365.

Qualifications/Skills and Experience:
Essential

• Ability to prioritise workload and manage time effectively, good organizational skills
• Good communication skills, both verbal and written
• Attention to detail with good cost awareness
• Highly proficient in spoken and written English
• Experienced in Microsoft office (i.e. Excel, Word, Powerpoint), preferably to intermediate/advanced level
• Knowledge and experience of an ERP system, ideally Microsoft AX
• Full Driving Licence

Desirable

• Ability to communicate with staff at all levels

Personal Qualities

• Excellent communication (both written and oral), influencing and interpersonal skills
• Highly professional conduct
• Be able to think strategically and creatively and to successfully mediate and negotiate with individuals and groups internally and externally
• Be able to balance competing priorities, complex situations and tight deadlines
• Strong work ethic, motivated, driven and profit orientated
• Ability to build trust and good working relationships with internal and external stakeholders

Closing Date: 01 November 2024