Office Manager

About the role

We're looking for a proactive Office Manager to support our project team at our site in Peterhead
. You'll keep our site office running smoothly, provide first class secretarial and administrative support, and help coordinate resources across our delivery unit and hubs so the team can focus on delivering safely and efficiently.

Your responsibilities will be as follows:

• Keep the office operating efficiently by developing and administering office management processes and systems.
• Provide professional secretarial support to senior leaders in the delivery unit (where applicable).
• Coordinate admin resource, allocating tasks and ensuring cover during busy periods or absences.
• Process invoices promptly, ensuring proper authorisation and timely submission.
• Maintain compliance with office security protocols and all Health & Safety requirements, including keeping statutory notices up to date.
• Manage supplies and equipment (ordering/replenishment; arranging repairs with internal/external providers).
• Monitor supplier performance and work with Procurement to secure best value in line with company processes.
• Support business continuity planning, including preparation, testing and activation if needed.
• Champion our values, maintaining a relentless focus on Zero Harm and supporting sustainability activities across the project.
• Deliver project specific administration, including assisting the site team with timesheets (Oracle R12 & Replicon), maintaining holiday trackers, producing meeting minutes, and general site admin (typing, photocopying, scanning).
• Own document control and filing, setting up and maintaining project filing systems, transcribing meeting minutes, coordinating office supplies and equipment, and supporting basic commercial cost allocation/reporting where required.

You'll be a highly organised administrator who enjoys keeping things running flawlessly and supporting a busy project team. Specifically, we're looking for someone with:

• Experience managing a busy office and, ideally, coordinating a small admin team.
• Experience of booking travel and accommodation for relevant stakeholders.
• Strong prioritisation skills-able to allocate, check and balance workloads across competing deadlines.
• Confident communication and relationship building skills at all levels.
• Calm under pressure, customer focused, and diligent about quality and accuracy.
• Excellent IT skills, including fast, accurate typing and proficiency in Microsoft SharePoint, Excel, Word and PowerPoint.
• (Desirable) Prior experience in construction/engineering projects, and familiarity with Oracle R12/Replicon for timesheet and cost allocation administration.

Day in, day out, our teams deliver some of the UK's most ambitious, exciting and meaningful projects; developing, building and maintaining the vital infrastructure that supports national economies and strengthens communities.

As if contributing to and supporting work that makes life better for millions wasn't rewarding enough, we offer a full range of benefits too. You'll have the freedom to shape the package that's right for you and your life. Here are some of our key benefits:

• Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow.
• 25 days paid annual leave (pro rata)
• Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave
• Pension, share incentive plan, volunteering leave, recognition schemes and much more

From Dunfermline's tramways in 1909 to highland hospitals today, Balfour Beatty has been trusted for over a century to deliver the complex and critical infrastructure and iconic buildings Scotland relies on.

We have the people, knowledge and experience to safely deliver projects right first time, maximising value for money and ensuring a positive social impact and inclusive economic growth for local communities.

Our award-winning sustainable projects, including active travel, Passivhaus and retrofit, demonstrate our commitment to supporting Scotland's transition towards net zero in the built environment.

At Balfour Beatty we believe that diversity and inclusion are essential components of any successful, happy workplace. Through our Value Everyone Diversity and Inclusion Strategy and Action Plan, we are growing our diverse workforce and developing our inclusive culture where everyone is able to thrive and reach their full potential, regardless of their identity or background. To find out how we are making this a reality, visit

To help and support us with our desired commitment to create an inclusive culture we are members of WISE, enei, Business Disability Forum and the Association for Black and Minority Ethnic Engineers (AFBE). In 2020, we signed the Audeliss and Involve Open Letter to demonstrate our commitment to taking key long term and sustainable…