Internal : Administration Team Leader

Fulkrum is a global leader in inspection, expediting, auditing, and technical staffing services, delivering exceptional solutions to the energy, engineering, and construction industries for over 14 years. Headquartered in the UK, we have established a strong presence across six continents, serving more than 300 clients worldwide.

Our commitment to excellence has been recognised with prestigious awards, including the King's Award for Enterprise in International Trade (2023), the People and Competency Award at the EIC Awards (2023), and the Scale-Up Award at the WESCA North America Awards (2024). Most recently, Fulkrum was named the 2025 winner in the People, Culture & Optimisation category at the EIC North & Central America Regional Awards.

Our Aberdeen office is currently seeking a highly motivated and experienced Administration Team Leader to join our dynamic team.

• Oversee the day-to-day administration workload, ensuring tasks are allocated, prioritised and completed accurately within required timescales.
• Maintain accurate records within IRIS and other approved company systems, ensuring information is complete, current and filed appropriately.
• Prepare, issue, collate and file routine documentation, correspondence, reports, forms and supporting records.
• Monitor shared administration inboxes, distribute correspondence and ensure requests are directed to the appropriate person or department.

• Support document control activities, including consistent naming, storage, version control, retrieval and archiving of records.
• Assist with the collation and validation of timesheets, expenses, purchase documentation and invoicing support information before submission to the relevant department.
• Maintain administration trackers, registers and routine management information, escalating missing or overdue information where necessary.
• Coordinate general office administration, including supplies, equipment requirements, meeting arrangements, visitors and internal communications.
• Support onboarding administration for new employees and apprentices, including preparation of documents, system access requests, induction schedules and filing of completed records.
• Handle confidential and personal information securely and in accordance with company requirements.
• Provide general administrative support to Management, HR, Accounts and operational teams as reasonably required.

• Manage the daily activities of administrators and apprentices, providing clear instructions, practical support and appropriate workload allocation.
• Set consistent administration standards and check completed work for accuracy, completeness and presentation before issue or filing.
• Hold regular team check-ins to review workload, deadlines, priorities and any administrative issues requiring escalation.
• Provide day-to-day guidance, coaching and process support to administrators and apprentices in relation to administrative tasks, IRIS, Microsoft applications and professional telephone and email etiquette.
• Support new team members during induction and familiarisation with administration processes and company systems.
• Promote a collaborative, organised and service-focused working environment across the administration team.
• Address routine team issues promptly and escalat employee-relations or conduct matters to the Coordination Manager and HR where appropriate.
• Participate in the recruitment and onboarding of administration and apprentice personnel where requested by Management or HR.
• Support employee engagement, CSR, inclusivity and team-building initiatives.

• Identify practical opportunities to streamline administrative processes, reduce duplication and improve data accuracy and turnaround times.
• Support the implementation of agreed improvements to IRIS and other administration processes.
• Monitor completion of administration activities against agreed deadlines and service expectations, escalating recurring issues to the Coordination Manager.
• Encourage consistent working practices and effective communication between the administration team and internal departments.

• Administration
  
  Experience:
  
  Strong experience in office administration, document control, data management and general business support.
• Software Proficiency:
  Full working knowledge of Microsoft Office applications and the ability to learn and use company systems…