Office Manager and Project Coordinator (Defense Technology)

Location: Westhill, Aberdeen, Aberdeenshire, Scotland, UK; potential for hybrid working. Part-time or full-time applicants will be considered.

Company

Ultra Intelligence & Communications delivers defense technology for command, control, intelligence, encryption, situational awareness, tactical command and control, and video data exchange.

What you will do

• Coordinate planned maintenance, reactive support, customer visits, training activities, small orders, and service schedules.
• Maintain service planners, CCRs, Job Cards, purchase orders, invoices, customer feedback, training records, and controlled documentation.
• Support quotations, requisitions, vendor setup, purchasing, invoice processing, and materials administration.
• Manage Aberdeen stores, including stock control, stock taking, radar spares kits, PPE, tools, consumables, Goods In, Goods Out, packing, and courier bookings.
• Arrange travel and supporting documentation for personnel, including accommodation, transport, visas, seaman’s books, certifications, and shipping paperwork.
• Provide reception, facilities, office management, HSE, environmental, first aid, fire warden, and general administrative support.

Requirements

• Experience in office administration, service administration, project coordination, logistics, purchasing, stock control, or a similar operational support role.
• Intermediate Microsoft Office knowledge, including the ability to create and maintain Excel spreadsheets.
• Experience with internal business systems, ERP or IFS-like finance and purchasing systems, helpdesk databases, stock control, and service administration tools.
• Strong organisation, attention to detail, record-keeping, prioritisation, communication, and follow-through skills.
• Ability to work with customers, engineers, suppliers, contractors, travel providers, visitors, and internal stakeholders.
• Ability to handle information securely and follow security, quality, documentation control, confidentiality, HSE, and compliance processes. Security clearance or handling export-controlled material may be required depending on the role.

Nice to have

• Experience arranging travel, accommodation, transport, visas, engineer certification, seaman’s books, shipping, couriers, or materials support for field-based or offshore personnel.
• Awareness of HSE, office facilities, ISO 14001, first aid, fire warden, PPE, tools, stores, and stock management processes.

Culture & Benefits

• Flexible working hours and potential hybrid working.
• 25 days’ holiday, with the option to buy up to 5 additional days.
• Performance-related annual bonus, pension contribution, and 4x life assurance cover.
• Early finish on Fridays.
• Ultra Select benefits including subsidised gym and retail offers, childcare vouchers, and cycle-to-work schemes.
• Equal opportunity workplace supporting diversity, inclusion, and flexible working arrangements where possible.