Job Description

Job Title:

Administration Assistant

Location: Greenock - Office Based

Hours:

34.5 per week (full-time salary), Monday-Thursday 9:00am-5:00pm, Friday 9:00am-2:00pm

Contract:

Permanent (inclusive of standard probationary period)

About Us

At Kilpatrick Blane Services, we believe that work should support, not consume, your life. As one of Scotland's only IFC-accredited smoke ventilation specialists, we offer a career path with real development opportunities--without compromising on flexibility and work-life balance.

Join Kilpatrick Blane Services (KBS), a leading provider of Smoke and Natural Ventilation solutions in Scotland, committed to excellence through innovation, quality services, and a culture of integrity and continuous improvement.

Why Join Us?

Work-Life Balance:

A 34.5-hour week means more time for family, hobbies, or just switching off.

Predictable Working Hours:

Monday-Thursday 9:00am-5:00pm with an early finish at 2:00pm on Fridays.

Wellbeing First:

We support our team with personal development, training, and access to mental health resources.

Supportive Team:

We're a growing business that values forward-thinking people and backs them to succeed.

Family Values:

As a family business, we're committed to ethics, teamwork, and long-term client relationships.

No Mandatory Overtime:

This is an office-based role with no expectation of regular overtime.

Fair Pay & Hours:

We are a Living Wage and Living Hours employer, committed to fair pay and sustainable working hours.

Rewards:

Pension scheme, 28 days holiday, festive period closure, employee salary sacrifice EV scheme, 24/7 GP and counselling access via our Employee Assistance Program, discounts on entertainment, groceries and more, mentoring opportunities, training and accreditation opportunities, and at least one paid day per year to support a charity of your choice.

About the Role

We're looking for an Admin Assistant to join our office-based team in Greenock, supporting day-to-day operations and the wider business. This role plays an important part in keeping things running smoothly by handling administrative tasks, customer enquiries, system implementation support, and operational administration.

You'll be involved in processing work orders, supporting jobs from enquiry through to completion, assisting with quote and invoicing administration, maintaining accurate records, and supporting stock, logistics, vehicle, insurance, and health and safety administration across the business. The role works closely with colleagues across operations and management to ensure information is accurate, tasks are progressed, and work is well supported.

This role is well suited to someone who is organised, proactive, and comfortable managing a varied workload, supporting different parts of the business and contributing to a high standard of service for our clients.

We're Looking for Someone With

Experience in an administrative or office-based support role, ideally within an operational or service-led environment Confidence using Microsoft Office, including Word, Excel, and Outlook Experience using job management systems such as Simpro, Uptick, or similar (or the willingness to learn) Strong organisational skills and the ability to manage multiple tasks and priorities A high level of attention to detail and accuracy Clear and professional written and verbal communication skills Confidence dealing with customers, colleagues, engineers, and subcontractors A proactive, positive approach and the ability to work well as part of a team Eagerness to learn, take on new challenges, and develop skills over time Willingness to support system implementation and follow established processes

Key Responsibilities

Provide day-to-day administrative support across operations and the wider business Process work orders and support jobs from enquiry through to completion Act as a first point of contact for routine customer enquiries by phone and email Support the setup and administration of quotes, jobs, and system records Maintain accurate records within company systems, including Uptick and Simpro Support invoicing administration and process subcontractor and stock invoices Assist with stock, logistics, and recycling administration Support vehicle, insurance, and health and safety record keeping, including tracking recurring checks and audits Complete general office administration, document control, and filing tasks Support internal communications and prepare draft content for approval where required
A full job description is available on request for candidates who would like more detailed information.

Career Progression & Training

We don't just hire people to do a job--we support people to develop their skills and grow with the business. You'll receive training and support to build your knowledge across the organisation and may have opportunities to take on additional responsibilities or progress over time as your confidence and experience grow.

All staff have access to the Staff Skills Academy, which is used to manage mandatory training and also offers a wide range of optional courses that can be selected based on individual interests. Employees can choose any number of courses to complete in their own time, with one hour of paid personal development training per year provided to encourage ongoing learning and development.

Interested?

Apply here on Indeed, or send us your CV along with a short statement (max 200 words) explaining why you're interested in the role and how your skills, experience, and personality make you a great fit to

hr@kbscontrols.co.uk

Got questions? Need this in a different format? We're more than happy to chat: call, email, or message us on LinkedIn and we'll get back to you as soon as we can.

Inclusive & Local Opportunities

We're proud to be a Living Wage and Living Hours employer.

We're committed to supporting our local community and welcome applications from candidates based in the Inverclyde area, as well as from applicants outside the area. Where funding allows, we are open to supporting apprenticeship schemes and Parental Employability programmes for candidates based in Inverclyde. Pay for these schemes will be aligned with the relevant funding and programme requirements.

Flexible working arrangements may be available for this role, subject to business needs and role requirements.

Kilpatrick Blane Services Ltd. is an Equal Opportunities Employer

Benefits

Company pension Employee mentoring programme Flexitime Health & wellbeing programme Paid volunteer time Referral programme Store discount Discounts on entertainment, groceries & more Salary sacrifice EV scheme 24/7 GP and counselling access via Employee Assistance Program Training and accreditation opportunities, including paid personal development training At least one paid day per year to support a charity of your choice 28 days holiday (incl. festive closure) Matching Gift scheme (selected times)

Ability to commute / eligibility

Greenock PA15 1LJ: This is an office-based role. Applicants must be able to reliably commute to our Greenock office and have the right to work in the UK. We are unable to offer visa sponsorship or relocation support for this role. An immediate start is preferred, subject to notice periods.

Qualifications/Experience

Experience working in an administrative or office-based role (preferable) Higher English or equivalent qualification, or equivalent experience demonstrating strong written communication skills
Application deadline: 19/01/2026

Job Types: Full-time, Permanent

Pay: 24,000.00-26,000.00 per year

Benefits:

Company pension Employee mentoring programme Enhanced paternity leave Flexitime Health & wellbeing programme Matching gift scheme Paid volunteer time Referral programme
Application question(s):

Please provide a short personal statement explaining why you would be a good fit for this role.
Work authorisation:

United Kingdom (required)
Location:

Greenock PA15 1LJ (preferred)
Work Location: In person

Application deadline: 19/01/2026