Division Administrator (Maternity Cover - 12 months) in Aberdeen

We are looking for an enthusiastic individual with excellent communication and organisational skills to join the team on a fixed‑term basis. The role is responsible for delivering high‑quality, effective, and efficient administrative support to facilitate the consultancy work of the Process & Facilities team and the wider business.

As Team Administrator, you will provide comprehensive administrative and financial support to ensure the smooth operation of projects across the division. This includes maintaining accurate project records, supporting project managers, managing invoicing processes, and ensuring full compliance with internal procedures. You will also provide dedicated support to the team and contribute to the overall Process & Facilities efficiency and professionalism of the organisation.

Requirements

• Strong organisational and prioritising skills
• Excellent communication skills
• Ability to maintain a high level of confidentiality
• Proven ability to build rapport with key members of the senior team
• Proficiency in all Microsoft programmes with strong overall IT skills
• Ability to work on own initiative
• Ability to instigate and embed changes to support continuous improvement
• High level of accuracy with strong attention to detail

Project Administration Duties

• Support colleagues in using Xodus internal business management systems effectively.
• Provide administrative assistance to the Europe & Africa team.
• Format documents, reports, and presentations to a professional standard.
• Ensure projects are correctly initiated and closed out in line with internal procedures.
• Liaise with contractors and associates to ensure time-writing, approvals, and billing details are accurately recorded.
• Process Purchase Orders and Work Orders in accordance with company processes.
• Engagement and coordination with clients on invoice approvals.
• Collaborate with the accounts team to set up new suppliers and ensure relevant information is submitted.
• Assist Project Managers with weekly cost reports, timesheet queries, timesheet amendments, and related reporting tasks.
• Support meeting organisation, team events, and other team activities.

Invoicing Duties

• Assist Project Managers and P&F Team Manager in preparing billing instructions.
• Prepare and submit project invoices in line with company procedures and required timelines.
• Respond to general invoice queries and liaise with the accounts team regarding credit control matters.
• Monitor and review Work in Progress (WIP) on a weekly/monthly basis and take timely follow‑up actions.
• Chase Purchase Orders, Contracts, and other commercial documentation as needed to support billing and project delivery.

Complementary Duties

• Carry out all responsibilities in a professional, positive, and cooperative manner.
• Establish and maintain strong working relationships across teams and with external partners.
• Maintain strict client and company confidentiality at all times.
• Contribute to continuous improvement initiatives to enhance team effectiveness and business processes.

Benefits

• We are a diverse, inclusive, respectful, and welcoming place to work.
• We work flexibly at Xodus which means how you work your day is flexible with a combination of working in the office and at home.
• Market Competitive Salary to ensure that you know your efforts and inputs are valued.
• Company pension scheme to allow you to save for your future.
• Access to training and development opportunities.
• Enhanced parental and shared parental leave pay policies available from day one of employment.
• Comprehensive health and wellbeing benefits available for you and your family, including Private Medical Insurance, Cash Plan, Employee Assistance Programme, Income Protection and Life Insurance.
• Social calendar with events such as summer BBQ, Christmas Party, and charitable events.
• Employee Networks, including Xodus Women's Network, X Pride, Neurodiversity Network and Wellbeing Network.

Join us at Xodus and be part of a team that is shaping the future of energy. Together, we have the power to create change and make a difference.

To apply for this role please complete the application form by attaching your CV and cover letter outlining your experience and what you would bring to the role. The closing date for this role is 16 July 2026.