Administrative Assistant

Administrative Assistant

Job Type: Permanent

At [Employer hidden — view at passion-project.co.uk] we deliver engineering excellence in every project. Based in Northern Ireland and operating globally, we specialise in the design and manufacture of high-performance low-voltage switchgear and automated control systems. From our local roots we have grown into a globally recognised partner for critical infrastructure across the UK, Europe and the USA. In 2019 we moved into a purpose-built facility to scale our manufacturing capacity, implement lean processes and support advanced design workflows. Our purpose-built solutions are safe, secure and reliable by design, tailored for sectors such as data centres, renewables, commercial and industrial developments. Joining [Employer hidden] means being part of a team where [Employer hidden] matters, innovation matters, and quality never compromises.

Job Overview:

The Administrative Assistant will provide essential day-to-day administrative, project, and procurement support across all departments. The role ensures smooth office operations, accurate record-keeping, and effective communication between teams. This position is key in supporting business efficiency and maintaining [Employer hidden]’s professional standards.

Key Responsibilities:

Office Administration & Coordination

• Provide daily administrative support including scanning, printing, laminating, filing, and maintaining both digital and physical records.
• Perform reception duties: answering phones, greeting visitors, managing sign-ins, inductions, and issuing lanyards and PPE.
• Assist with onboarding new employees by logging IT support tickets, setting up system access, and organising welcome materials.
• Maintain shared documents such as cleaning rosters, internal trackers, and noticeboards.
• Assist with scheduling meetings, taking minutes, and coordinating staff calendars.
• Organise travel arrangements, visitor management, and general office coordination.
• Create and distribute the bi-monthly company newsletter.
• Schedule and track equipment inspections and servicing, ensuring relevant teams are informed.
• Arrange waste collections (e.g., general waste, cardboard bales, scrap metal) and liaise with contractors.

Project & Documentation Support

• Create, compile, and manage Operation & Maintenance (O&M) manuals for switchgear and control panels.
• Work with the engineering and production teams to gather technical information for manuals and project handover packs.
• Maintain a database of O&M manuals ensuring they remain accurate and up-to-date.
• Keep project folders structured, named, and consistent according to company document control standards.
• Assist with managing revision control for drawings, controlled documents, and technical records.

Procurement & Inventory Support

• Assist with supplier file management including certificates, contact details, and approved supplier records.
• Support the procurement team by maintaining and reordering Kanban stock items as required.
• Help prepare for stock takes, including templates, checklists, and data entry support.
• Liaise with the warehouse and supply chain team to ensure consumables and office supplies are replenished promptly.

Other duties as Assigned:

• Support other teams and departments as needed to ensure the smooth operation of the business.
• Participate in team meetings and contribute to continuous improvement initiatives.

Key Qualifications:

Education & Experience:

• Minimum of 1–2 years’ experience in an administrative or office support role, ideally within an engineering or manufacturing environment.
• GCSEs (or equivalent) in English and Maths are essential; additional qualifications in Business Administration are desirable.
• Experience using Microsoft 365 and document management systems preferred.
• Experience using ERP/MRP or job management systems would be advantageous.

Skills & Competencies:

• Excellent organisational and time-management skills with strong attention to detail.
• Proficient in Microsoft 365 (Outlook, Word, Excel, SharePoint, Teams).
• Strong written and verbal communication skills.
• Confident and professional in liaising with internal and external stakeholders.
• Able to manage multiple priorities and adapt to changing needs.
• Discreet, reliable, and always maintains confidentiality.
• Collaborative team player with a proactive attitude

Employee Benefits

• 28 days annual leave (inclusive of statutory holidays), increasing with long service.
• Health Shield Cash Plan – helping cover everyday healthcare costs such as dental, optical, and physiotherapy.
• Company-funded training and professional development opportunities.
• Free on-site parking and modern facilities.
• Employee wellbeing initiatives promoting physical and mental health.
• Inclusive, supportive culture where ideas are valued and continuous improvement is encouraged.
• Opportunities for progression within administration, procurement, or quality support roles.

Location: Dungannon, Co. Tyrone

Hours of work: Mon- Thu: 7.30am- 4.30pm / Fri: 7.30am-2pm

Join Our Team at [Employer hidden]

Are you ready to take the next step in your career with a dynamic and growing company?

If you’re passionate about your work and want to be part of a supportive, forward-thinking team, we invite you to apply today.

Let’s build something great together!

[Employer hidden] is an equal opportunities employer.

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Location

6B Cullion Road, Dungannon, County Tyrone, NI, BT71 4DS

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