HR Administrator

HR Administrator

Location: Aberdeen
Full-time – Monday – Friday

Job Summary
We are seeking a highly organised, proactive and detail-oriented Administrator to support the day-to-day operations of the business across Human Resources, Finance and General Administration. The successful candidate will work closely with the Office Manager, Managing Director and wider team to ensure administrative processes are completed accurately, efficiently and in line with company procedures and regulatory requirements.

The role requires strong organisational and communication skills, good attention to detail and the ability to manage a varied workload while maintaining accurate records and supporting continuous improvement across the business.

Key Responsibilities

Human Resources

• Review and screen job applications, supporting the recruitment
• Arrange and coordinate interviews with prospective candidates.
• Assist with the onboarding and induction of new employees.
• Maintain accurate employee records and provide updates to the external HR provider.
• Liaise with the relevant personnel to ensure accurate payroll information is provided.
• Coordinate employee training and professional development activities.
• Support annual performance reviews and employee feedback processes.

Finance

• Work closely with the Office Manager to support day-to-day financial administration.
• Assist with the processing of supplier payments and purchase ledger invoices.
• Support month-end procedures, including the preparation of spreadsheets and financial reports for the Managing Director.
• Assist with the ongoing monitoring and analysis of business costs.
• Support the preparation and submission of monthly, quarterly and annual returns to HM Customs and the Inland Revenue, where required.
• Assist in preparing year-end management accounts for review by the Office Manager and submission to the Managing Director.
• Monitor company vehicles to ensure relevant legal, regulatory and compliance requirements are met.

General Administration

• Process sales orders accurately and ensure all associated information is recorded correctly.
• Maintain and update customer accounts using the SAGE accounting system.
• Prepare quotations, proposals and sales invoices.
• Liaise with the direct sales team to communicate delivery schedules and provide updates as required.
• Produce sales reports and analyse existing business data to support operational decision-making.
• Answer telephone enquiries professionally and direct calls to the appropriate departments or individuals.
• Coordinate meetings and appointments for sales staff when required.
• Prepare reports and administrative documentation for the Managing Director.
• Maintain accurate and up-to-date records across relevant business systems.
• Analysing current Health and Safety policies and procedures.
• Reviewing and maintaining QHSE policies and procedures

General Responsibilities:

• Work collaboratively with colleagues across the business to ensure effective communication and smooth day-to-day operations.
• Maintain confidentiality when handling employee, customer and financial information.
• Ensure all administrative and financial records are accurate, organised and maintained in accordance with company procedures.
• Identify opportunities to improve administrative processes and working practices.
• Undertake any other reasonable duties as requested by the Managing Director, appropriate to the role.

Skills and Experience: The successful candidate should demonstrate:

• Strong organisational and administrative skills, with excellent attention to detail.
• Effective written and verbal communication skills.
• Good numerical and analytical abilities.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Experience using accounting or business management software, ideally SAGE.
• The ability to manage competing priorities and meet deadlines.
• A professional and confidential approach to handling sensitive information.
• The ability to work independently while contributing effectively to a wider team.
• A proactive attitude towards problem-solving and continuous improvement.

Experience in HR administration, finance support, sales administration or quality management systems would be advantageous.

If this sounds like you or someone you know, please get in touch with Major Recruitment Aberdeen!

INDFS