Administration Assistant

City Building Engineering Services (CBES); Glasgow; On-site; GBP 60,000 - 80,000; Full time

Job summary

A construction services company in Glasgow is looking for an Administrative Support professional to provide efficient support to the Business Support Lead and Divisional teams. Ideal candidates should be educated to Higher Grade/A Level standard with strong organisational skills and proficiency in MS Office tools. This role involves managing tasks, coordinating meetings, and effective communication across various levels of the organization. Flexible working hours are required.

Qualifications

• Ability to extract, collate and present performance data relevant to the business.
• Willingness to work flexible hours.
• Familiarity with assessment and disciplinary procedures preferred.

Responsibilities

• Providing full administrative support to Business Support Lead and Divisional teams.
• Task management ensuring tasks are carried out to high standards.
• Coordinating calls and meetings with field-based engineers.

Skills

Effective communication skills

Strong organisational skills

PC literacy

Ability to work under pressure

Experience in developing strong working relationships

IT literacy with MS Word, Excel, PowerPoint

Education

Educated to Higher Grade / A Level standard

Job description

Job Purpose

Providing a professional, efficient and confidential administrative support to Business Support Lead, Divisional teams and the wider business.

Key Accountabilities

The main duties of this role will include:

• Providing full administrative support to Business Support Lead / Divisional teams and wider business
• Task management – ensuring regular and reactive tasks carried out to highest standard and agreed deadlines
• Compiling, circulating and attending weekly conference call / agenda
• Liaising with field-based engineers for updates via email and telephone
• Analysing and presenting information in various formats, e.g. spreadsheets, charts, presentations, and written reports
• Coordination of appropriate projects for the Divisional teams with elements of business development, health and safety visit tracking and coordination etc
• Sourcing and ordering stationery and office equipment
• Access Permit requests and Uniform requests
• Distributing Mail
• Booking Meeting rooms and arranging catering
• Dealing with adhoc requests

To support GHO staff

• Supervision and sourcing of office stationery and equipment
• Answering general queries or passing to the relevant department
• Distributing Mail
• Booking of meeting rooms within the M&S floor

Financial Responsibility

N/A

People Responsibility

N/A

Knowledge, Skills And Abilities

• Educated to Higher Grade / A Level standard
• Ability to extract, collate and present performance data relevant to the business
• Effective communication skills both written and verbal
• Ability to work under pressure
• Confident liaising at regional, divisional and senior level
• Experience in developing strong working relationships with Colleagues
• Willingness to work flexible hours
• PC literate
• Familiarity with assessment and disciplinary procedures preferred
• IT literate with advanced MS Word, Excel and PowerPoint
• Strong organisational skills with the ability to manage multiple priorities
• Highly developed communication skills, confident in communicating at all levels