Admin Assistant

BTO Solicitors LLP; City of Edinburgh; On-site; GBP 20,000 - 25,000; Full time

Job summary

An opportunity has arisen for an Administrative Assistant / Receptionist to join the Facilities team at a prestigious law firm in Edinburgh. The role involves providing administrative support and being a key point of contact for facilities issues. Responsibilities include managing visitor interactions, maintaining office organization, and performing various administrative tasks. Candidates should possess strong communication skills, computer literacy, and a proactive approach to office management.

Qualifications

• Experience of working in a professional office environment.
• Adaptable with a can-do attitude.
• High level of attention to detail and capable of producing work of a high standard.

Responsibilities

• Greet visitors in person and on the telephone; transfer incoming calls.
• Arrange couriers/taxis and accurately record details.
• Book meeting rooms and arrange required details.
• Maintain office security and manage visitor logs.
• Ensure reception area and meeting rooms are tidy.
• Distribute incoming mail and process outgoing mail.
• Deal with copying, printing, scanning, binding, and filing requests.
• Assist with archiving files and scanning to record management system.
• Manage office petty cash and maintain records.

Skills

Computer literacy

Interpersonal skills

Attention to detail

Communication skills

Team player

Job description

Administrative Assistant / Receptionist

Location:Edinburgh

An opportunity has arisen for an Administrative Assistant / Receptionist to join our Facilities team to provide support within our Edinburgh office.

The post holder will carry out a range of administrative and office support duties in the Edinburgh Office and will be a main point of contact for our Edinburgh colleagues to report any facilities issues.

Key responsibilities include:

• To greet visitors in person and on the telephone; and answer and transfer incoming calls to the appropriate colleague after introducing the caller.
• To arrange couriers / taxis and accurately record the details.
• To book meeting rooms and obtain details of the number of attendees; required room layout; catering requirements; IT / equipment requirements etc. and arrange as required.
• To liaise with Partners and managing agents of Edinburgh Quay Car Park re the booking of the BTO parking spaces.
• To maintain office security by following BTO policies and procedures.Maintain a visitor log; arrange visitor passes; timeously obtain the return of visitor / leaver BTO and building access passes.Report any lost access passes to IT and the Facilities Manager.
• To ensure that the reception area and client meetings rooms are tidy and well-presented and that catering supplies in the client meeting rooms and kitchens are replenished.
• To timeously open, scan and distribute incoming mail to the appropriate fee earners / admin support teams.
• To ensure that outgoing mail is correctly processed / franked and ready for uplift by the collection time.
• To deal with any copying, printing, scanning, binding, and filing requests as required. To update Counsel Papers for fee earners/Partners as required.
• To assist with archiving files / scanning files to our record management system.
• To deal with any general tasks required e.g. carrying out hand deliveries / collections; assist with court running to Courts; replenishing photocopier and office supplies; escorting / managing contractors while in the office; carrying out regular Health & Safety checks as advised by the Facilities Manager
• To order and maintain stationery / office supplies.
• To manage office petty cash and maintain records, processing payment requests with a monthly submission of balances to Finance Department.

Skills and experience required for this role include:

• Experience of working in a professional office environment.
• Computer literacy, including use of Microsoft 365.
• Team player with a can-do attitude who is adaptable and capable of using initiative, while working within agreed procedures.
• Good interpersonal and written and oral communication skills.
• High level of attention to detail and capable of producing work of a high standard, while working to tight deadlines.

To apply, please submit your CV along with a covering letter and details of your salary expectation.

NO AGENCIES PLEASE