Administrative Assistant

Role Overview
We are seeking a highly organised and proactive Administrative Assistant to support our Aftermarket Project Management Team within Baker Hughes. This role is critical in enabling smooth project execution, effective communication, and operational efficiency across a fast-paced, engineering and technology-driven environment.
The successful candidate will be detail-oriented, comfortable working with technical information, and capable of coordinating multiple priorities with professionalism and accuracy. Key Responsibilities
Administrative & Team Support

• Provide daily administrative support to Aftermarket Project Managers and the wider engineering team
• Prepare meeting agendas, take minutes, and track follow-up actions
• Support internal and subcontractor cost booking activities

Project Coordination

• Maintain project documentation including schedules, trackers, bills of materials, change logs, and technical records
• Support the creation, formatting, and distribution of project reports, status updates, and customer-facing documentation
• Track project milestones, deadlines, and deliverables to ensure accuracy and timeliness
• Coordinate project logistics, including travel arrangements, site visits, and internal/external meetings

Data Management & Reporting

• Maintain organised filing systems for project correspondence, contracts, and technical documentation
• Update ERP systems and project management tools with relevant data
• Produce dashboards, KPIs, and performance reports to support decision-making

Aftermarket Operations Support

• Assist with processing orders, quotations, and service requests
• Liaise with Engineering, Procurement, Finance, Logistics, and Service teams to support project activities
• Track shipment schedules, parts availability, and service resource planning
• Support warranty documentation, commissioning paperwork, and project close-out packages

Communication & Stakeholder Engagement

• Act as a central point of contact for project-related administrative queries
• Facilitate clear communication between internal teams, suppliers, and customers
• Prepare professional documents, presentations, and communication materials for stakeholders

Skills & Qualifications
Essential

• Proven experience in an administrative or coordination role, ideally within an engineering, manufacturing, or technical environment
• Strong organisational and time-management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams)
• High attention to detail and commitment to accuracy
• Ability to work effectively with technical documentation and structured processes

Desirable

• Experience supporting project teams or working within a PMO environment
• Familiarity with ERP or project management tools (e.g., SAP, Oracle, Dynamics, MS Project)
• Basic understanding of engineering terminology or product lifecycle processes
• Experience in aftermarket services, service operations, or spare parts coordination

Key Competencies

• Planning & Organisation
• Communication & Collaboration
• Attention to Detail
• Problem Solving
• Stakeholder Management
• Accountability & Delivery Focus

Personal Attributes

• Proactive, resourceful, and able to anticipate team needs
• Strong interpersonal skills with the ability to build relationships across functions
• Comfortable working independently and within a multidisciplinary team
• Adaptable and able to perform under pressure in a dynamic environment
• Professional, discreet, and committed to high standards of work

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.