Xi Engineering Consultants is a professional services firm specialising in applied engineering solutions. Our mission is to deliver high-impact technical services while maintaining world-class standards of compliance, consistency, and operational excellence. We're growing our team and seeking an experienced operations and business administration professional to lead our governance and operational infrastructure as a key strategic function.

The Operations & Business Administration Role

What You'll Do

As Governance & Infrastructure Manager at Xi, you'll own the day-to-day business operations and office management functions that keep our organisation running smoothly, compliantly, and effectively. You'll manage our quality management system, maintain our digital business administration infrastructure across SharePoint and internal systems, and ensure that policies, procedures, and documentation support - rather than hinder - how our teams work.

Your role straddles operations planning and hands-on execution. You'll ensure ISO 9001 compliance at a task level, coordinate internal and external audits, maintain governance records, and act as the operational backbone of how we function as a business.

Key areas of responsibility

Quality Management System & Governance Operations:

• Own day-to-day task-level operations of our ISO 9001 Quality Management System, including document control, policy maintenance, and record-keeping
• Maintain business administration registers tracking risks, corrective actions, and process improvements
• Coordinate internal operations audits, support external audits, and track compliance actions to completion

Information Systems & Business Administration:

• Own day-to-day upkeep, organisation, and business administration of SharePoint, intranet, and internal information systems
• Manage office administration and operations documentation: creation, review, approval, archiving, and withdrawal
• Ensure controlled documents, records, and templates are stored correctly, remain current, and are accessible to staff
• Act as operational custodian of information hygiene, structure, and architecture across the business
• Support Directors in implementing improvements to how information is organised as the company grows
• Translate compliance standards into clear SOPs and work instructions that teams understand and follow

Operational Stakeholder Collaboration:

• Report to the Commercial Director on business operations health, governance risks, and improvement needs
• Work with Engineering Project Managers to align delivery-level compliance evidence with operational standards
• Support Directors and Managers in adopting agreed business administration processes and documentation

What We're Looking For

Hard Skills & Experience

You'll have:

• Hands-on experience supporting or administering ISO 9001 or similar business operations management systems at operational level
• Strong understanding of document control, office management practices, audit evidence, and compliance tracking
• Demonstrated ability to translate compliance standards and policies into clear, usable SOPs and business administration processes
• Capability to manage multiple operations workstreams simultaneously without losing attention to detail

Soft Skills & Behavioural Qualities

You must be:

Methodical and detail-oriented with a track record of high reliability and follow-through

Proactive and confident taking initiative within clear boundaries - able to own office management tasks without requiring constant direction

Comfortable enforcing business operations processes consistently

A clear communicator able to work effectively with Directors, managers, and technical teams

What We Offer

• Ability to impact: Shape how our business operations function and how we maintain compliance at scale
• Clear ownership: Accountability for ISO 9001 task-level operations, governance, and organisational systems
• Cross-functional influence: Work directly with leadership across business administration, engineering, and commercial functions

How to Apply

• Location:  Edinburgh, Scotland (hybrid working available)
• Contract type:  Permanent, full-time
• Reporting line:  Reports directly to the CEO, with day-to-day operational direction from the Commercial Director
• Salary:  Competitive and commensurate with experience
• Application process:  Please submit your CV and a short cover note outlining your interest in the role and your experience in business operations, governance, and managing organisational systems via the Easy Apply LinkedIn function, or via email to to  hr@xiengineering.com
• Closing date:  Applications will be reviewed on a rolling basis. Early applications are encouraged.

Xi Engineering Consultants is committed to building a diverse and inclusive workplace. We welcome applications from all suitably qualified candidates.