Introduction

AquaTitans is a small, niche, project-management and engineering oriented organisation, delivering pioneering products and solutions to the subsea industry. As we continue to grow, we’re seeking a highly-organised multi-skilled Office Administrator to join our dynamic team in Glasgow.

Role Overview

As the Office Administrator at AquaTitans, you will organise and coordinate our business activities and play a pivotal role in shaping our company’s success. You will be at the heart of our operations and use your business management and interpersonal skills to oversee the smooth and efficient day-to-day functioning of all administrative aspects of our business.

Role & Responsibilities

• Acting as the first point of contact for all office-related queries and ensuring the office runs as efficiently and effectively as possible
• Overseeing office/workshop housekeeping, and ensuring all facilities are well organised and presentable for staff and visitors
• Managing office supplies inventory and placing orders as needed
• Conducting procurement administration including establishing supplier accounts, creating purchase orders and expediting deliveries
• Conducting goods-in processes including receipt inspections, stores organisation and administering associated paperwork
• Conducting goods-out processes including organising shipments and collections and preparing associated paperwork
• Assisting with financial bookkeeping using Xero accounting software, including invoicing, bills and expenses
• Organising staff calendars and coordinating meetings, appointments and making travel bookings
• Secretarial duties including answering phones, handling correspondence and emails, preparing letters, presentations and reports, taking notes and meeting minutes
• Providing administrative support to the project and engineering teams
• Day-to-day project and contract administration
• Overseeing facility management and organisation of equipment servicing and maintenance contracts
• Developing, implementing, improving and maintaining Quality Management System processes and procedures
• Implementing health and safety processes and procedures
• Any other tasks as reasonably required by your Line Manager

Your Qualifications & Experience

Career History

• Proven experience as an Office Administrator, Administrative Manager, or Executive Assistant
• Experience of working in a small/micro business
• Experience of working in a similar role within an engineering-led organisation

Organisational Skills

• Strong organisational and time-management skills required to manage multiple priorities each requiring critical attention to detail

Analytical skills

• Ability to clearly understand engineering processes and follow a logical and reasoned approach to problem-solving and decision-making

Communication skills

• Collaborative, reliable, discreet, and with the interpersonal skills to communicate at all levels within and external to the organisation

Computer proficiency

• Proficient in Microsoft Word, Excel and Outlook and other software packages necessary to run a small business
• Proficient with Xero accounting software

Your Skills & Competencies

• Organised, self-motivated and self-managing
• Pragmatic approach to problem solving - with ability to think laterally
• Exacting eye for detail and getting things right first time
• Ability to multi-task and deliver to tight deadlines and specifications
• Desire, drive and flexibility to successfully deliver within a small company environment
• Capable of reacting to changes and willing to go the extra mile to deliver quality products
• A passion for sustainable subsea solutions is a plus

Why AquaTitans?

• Work for a small, forward-thinking, innovative company at the forefront of underwater technology
• Immerse yourself in our extraordinary subsea and submersible projects
• Opportunity for career development and growth in a dynamic industry

The Package

• Salary £27,500-£30,000
• 30 days holiday per annum
• Additional 1 day bonus birthday holiday
• Permanent, full-time position, 40 hours per week
• 5% company pension contribution

To Apply

• Interested candidates are invited to submit their CV and cover letter to recruitment@aquatitans.com
• Please include a brief statement outlining your relevant experience and why you're passionate about joining the AquaTitans team

Job Type: Full-time

Pay: £27,000.00-£30,000.00 per year

Application question(s):

• Are you authorised to work in the UK?
• Are you agreeable to a full time office-based role, 40 hours per week, 8am-5pm with 1 hour for lunch?
• Do you live within commutable distance to G68 9HQ?
• Do you have proven experience as an Office Administrator, Administrative Manager, or Executive Assistant?
• Do you have experience of working in a small/micro business?
• Do you have experience of working in a similar role within an engineering-led organisation?
• Are you proficient with Xero accounting software?
• Please list 2-3 dates/times ranges when you would be available for an in-person interview during w/c 02 March 2026

Work Location: In person