Reporting to the Vice President – Projects, but providing support to all departments, as Business Administrator you will be responsible for the timely, accurate and efficient preparation of documents. Working closely with the technical teams including Engineering, Projects and Procurement, you will control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents.

You will manage the delivery of documents and drawings through secure portals, emails and Crypt Share for all stakeholders, Customers, Supply Chain and Classifications societies.

Due to the sensitive and confidential nature of the documents being controlled, this role will require the candidate undergo a BPSS security check as part of the onboarding process.

Responsibilities

• Support the Project and Engineering department by typing service and technical reports  Transcribe old documents into an appropriate format for technical documentation
• Set up, copy, scan and store documents securely and in line with GDPR
• Create and maintain templates
• Manage requests for documentation
• File documents in physical and digital records and ensure appropriate storage
• Maintain compliance with all associated Kongsberg ARIS Management System processes
• Support internal audits as relevant to role.
• Review and maintain the accuracy of records, editing where necessary to ensure that they are up to date
• Liaise with, and distribute sales/project related information with all levels of the project, engineering and procurement team and external parties where required
• Manage the processes around documentation within the site
• Manage customer/KM documentation list and the configuration of documentation numbers, in particular for engineering on Naval sales and project
• Coordinate the submission, receipt and storage of design approval documentation and drawings to and from the various classification societies and to project customers
• Maintain confidentiality around sensitive documentation in accordance with customer security requirements
• Input and upkeep of appropriate company documentation with management systems and the management of electronic contract files
• Produce, file and maintain Project quality records. Produce document transmittals and transmittal log
• Interface with both internal and external stakeholders
• Maintain compliance with export controlled technology/hardware processes and procedures
• Prepare ad-hoc reports on projects where required
• Within capabilities, other tasks as deemed necessary by the business

Knowledge and Competency

• Knowledge of Microsoft Office software, especially Word, Excel and Outlook or similar programmes
• Excellent verbal and written communication skills
• Clear and efficient numbering and labelling skills
• Typing accuracy and efficiency
• Attention to detail to ensure documents are accurate and made to specifications
• Filing and organisation skills for document storage
• Industry-specific technical knowledge, including understanding of industry terms, policies and processes
• Experience of working in a manufacturing, matrix-organisation
• Self-motivated, prepared to use own initiative and able to work both independently and part of a team

What we can offer

• An exciting and important position working for the world-leading supplier of maritime solutions
• An inspiring and safe work environment
• Competitive pay and benefits
• Competitive terms including attractive insurance policies and pension schemes

Work location

Dalgety Bay, Dunfermline

Point of contact
Sharon Pearson - Vice President, Projects

Kongsberg Maritime is a technology pioneer, enabling a more sustainable future for our oceans. Our zero-emission integrated technologies advance the maritime industry and solve our customers' toughest problems. With unmatched competence, domain knowledge, innovation, and market reach, we are the trusted maritime partner. Headquartered in Kongsberg, Norway, the company has manufacturing, sales and service facilities in 35 countries.

Our Propulsion and Handling division delivers world class products for propulsion, handling systems, motion control and waterjet for all marine industry sectors including merchant, offshore and naval. Our products enhance operational efficiency and deliver safe, secure, reliable and sustainable products to our valued customers.

KONGSBERG is a leading global technology group. Throughout our proud two hundred year history, we have continuously advanced, applying innovative solutions to the needs of our customers, partners and society at large. We believe diversity is our strength. By fostering an inclusive and diverse culture we nurture and ensure space for different perspectives and ideas. We are determined in our work to mature and improve our ability to utilize our diversity and culture of differences to create positive business results.

Protechting people and planet