Birlinn Tech is a leading industrial services provider specialising in project management, rope access, rescue services, rigging, and lifting across multiple industries. We provide expert solutions in renewable energy, including blade repair, painting, cleaning, and inspection, as well as structural and mechanical inspection and repair.
At Birlinn Tech, we pride ourselves on our core values of leadership, communication, impact, safety, determination, courage, passion, integrity, and selflessness. These values define our commitment to delivering high-quality solutions while fostering a workplace where our team members can grow and thrive.
With extensive experience in offshore and onshore wind farms, industrial infrastructure, and asset maintenance, we focus on providing highly skilled technical personnel who deliver solutions from concept to completion.
We are seeking a highly organised Administration Co-ordinator to join our dynamic team. The ideal candidate will be responsible for managing all finance-related activities, ensuring compliance with industry regulations, and overseeing various administrative functions. This role will suit someone with a meticulous eye for detail and a proactive approach to streamlining processes.
Key Responsibilities
1. Finance Management
o Oversee all bookkeeping tasks, including accounts payable/receivable, bank reconciliations, and invoice management.
o Prepare financial reports (monthly, quarterly) and budgets for senior leadership.
o Manage credit control, purchase orders, and Contractor/Employee payroll.
o Maintain Xero or similar accounting software.
o Collaborate with appointed accountants to prepare VAT returns.
2. Administration & Office Coordination
o Manage day-to-day office operations, including post, telephone systems, and supplies.
o Develop and maintain efficient administrative processes and best practices.
o Ensure files, documents, and resources are regularly updated and subject to strict version control.
o Arrange and manage weekly meetings, including accurate minute-taking and action-tracking via an activity log.
3. Supplier/Customer Management
o Onboard customers, manage Terms of Business, and carry out credit checks.
o Handle applications for credit accounts.
o Create purchase orders as needed.
o Manage supplier relationships, handling correspondence and queries.
o Maintain an approved supplier list.
4. Financial Compliance & Audit Support
o Coordinate with external auditors or consultants on financial audits.
o Assist with compliance and audit documentation.
o Ensure all finance processes adhere to internal policies and relevant regulatory requirements.
5. Quality and Management Processes
o Create, review, and update procedures, policies, and maintain the Version Control Register.
6. Vehicle Insurance & Driving Checks
o Oversee all vehicle insurance policies to ensure continuous and adequate cover for operational vehicles.
o Conduct regular driving licence checks and maintain records for compliance with insurance requirements.
o Liaise with insurance providers on any claims, policy updates, or additional cover.
7. Net Zero and Carbon Accounts
o Monitor and track the organisation’s carbon emissions, contributing to Net Zero targets.
o Stay informed about relevant legislation or frameworks, producing accurate data for internal and external reporting.
o Collaborate with other departments to drive sustainability initiatives that reduce the company’s carbon footprint.
What We’re Looking For
* Proven experience in finance management (bookkeeping, payroll, accounting software).
* Strong organisational and administrative skills.
* Excellent attention to detail, particularly in managing audits and compliance.
* Effective communication and interpersonal skills for supplier/customer relations.
* A proactive mindset, keen on improving processes and driving sustainability efforts.
If you have a passion for both financial excellence and efficient office management, we would love to hear from you. Please apply with your CV and a brief covering letter explaining your suitability for the role.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Construction
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