Business Support Coordinator

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We are using and creating technology to transform operations at sea to enable people and the planet to thrive.

We are open-minded and fearless in our approach to innovation and don't believe in boundaries. We challenge everything and have massive ambitions to drag aging industries into the tech era.

We take safety, equality and education very seriously, and our responsibilities don't stop at our front door. Our business is built on the belief that there's definitely a more environmentally responsible way to operate at sea.

We employ people who share our core values. We expect our people to be courageous, trustworthy, and conscientious, driven by a desire to do the right thing. We strive for excellence, work collaboratively, and are genuinely excited by our work.

We offer opportunities for our people to develop beyond their role and span a multitude of disciplines.  These are open to all, regardless of background and experience level.  Working with us means being part of a team that is harnessing technology and creativity to disrupt a traditional industry.

We are not your average workplace.

Ocean Infinity is seeking a proactive, organised and collaborative Business Support Coordinator to join its growing Surface & Asset Integrity Business Unit. Reporting to the Head of Surface & Asset Integrity, this role provides administrative, operational and financial support across the Geophysics, Data Processing and Inspection service lines, ensuring the efficient day-to-day running of the Business Unit.

Working closely with operational, commercial, finance, and crewing teams, the Business Support Coordinator acts as a central point of coordination for contractor administration, financial processing and business support activities. The role enables the wider team to focus on technical delivery while ensuring key business processes are completed accurately, efficiently and consistently.

What you will do

The duties and responsibilities for this position include, but are not limited to:

• Act as the primary business support coordinator for the Data Intelligence Business Unit, providing administrative support across Geophysics, Geotech, Laboratory, Data Processing and Inspection teams.
• Coordinate (with Crewing team and other support functions) the end-to-end onboarding and offboarding of contractors, ensuring timely completion of system access, inductions, approvals and logistical arrangements.
• Provide administrative support for recruitment activities, including interview scheduling, candidate communications, onboarding documentation and personnel administration.
• Maintain accurate contractor records, including rates, availability, contractual documentation and supporting business information.
• Manage the creation, administration and closure of Purchase Orders, ensuring timely processing and accurate financial records.
• Coordinate contractor timesheet submissions, FLEX reporting and accrued cost information, ensuring accuracy and timely month-end reporting.
• Review and verify supplier invoices within NetSuite, ensuring costs are correctly coded, approved and allocated to the appropriate projects and departments.
• Support the coordination of client invoicing by ensuring project information, supporting documentation and commercial data are complete and provided to Finance in a timely manner.
• Support the production of monthly financial, utilisation and operational reporting through the accurate collection and validation of Business Unit data.
• Liaise with Finance, Commercial, Project teams and clients to resolve administrative, invoicing and financial queries relating to Business Unit activities.
• Identify opportunities to improve administrative processes, systems and ways of working, supporting the continued development of the Surface & Asset Integrity Business Unit.
• Ensure alignment with Ocean Infinity's policies, values and management systems, maintaining high standards of accuracy, confidentiality and professionalism.

Who you are

• Previous experience in a business support, operations administration or project support role within a technical or operational environment.
• Strong organisational skills with the ability to manage multiple priorities and work accurately under changing deadlines.
• Experience coordinating contractor administration, onboarding or personnel logistics.
• Experience managing purchase orders, invoices or financial administration within an ERP system, ideally NetSuite.
• Experience working with time reporting systems and supporting financial or utilisation reporting.
• Excellent attention to detail, with the ability to maintain accurate records and identify discrepancies.
• Strong communication and stakeholder management skills, with the confidence to work effectively across operational, finance, commercial and people teams.
• Proficient in Microsoft Office applications, with strong spreadsheet, reporting and document management skills.
• Committed to continuous improvement and identifying opportunities to improve business processes and ways of working.

Salary for this position: Up to £35,000 per annum

Salary: The salary varies for this position as we are recruiting in multiple regional locations and job grades. The salary process is based on skills, abilities, and experience required. 

What you can expect:

At Ocean Infinity, we believe in creating equal opportunities for all, celebrating each and everyone’s differences.  We are driven by transforming the industry, through our technology, thoughts, behaviours and actions.  Being inclusive and respectful to all is fundamental to who we are.  It is the right thing to do and enables innovation and creativity to thrive.

There is more work to be done, and we know that we aren’t perfect, but our commitment to these values is unwavering. They are central to our mission and the impact we have on the industry, meaning, we cannot live without them.