Administrative Assistant

Orion Group; Evanton; On-site; GBP 20,000 - 25,000; Full time

Benefits offered by this job

Flexible work patterns

Job summary

Orion Group is seeking a proactive Administrative Assistant to provide general administration support to the Facility Management Team and all departments. The role offers a varied, busy environment with opportunities to help ensure the site runs smoothly and efficiently.

The successful candidate will manage stationery, reception duties, inductions, health and safety coordination, and cross-departmental admin tasks. Flexibility and strong communication are essential for day-to-day operations.

Qualifications

• Proficient in Microsoft 365; able to manage multiple tasks accurately.
• Strong organisational and time management abilities are essential.
• Excellent written and verbal communication with a positive service attitude.
• Experience in customer-facing roles is advantageous.
• Able to work well in a busy, multi-department environment.

Responsibilities

• Control stationary stock and prepare stationary orders as required.
• Ensure printers on site are functioning and consumables are stocked.
• Coordinate hospitality for visitors and ensure meeting rooms are prepared.
• Meet and greet visitors and act as front of house; arrange PPE.
• Ensure entrants complete required site inductions.
• Assist Recruitment & Training Administrator as needed.
• Collate work instructions and update training matrix.
• Coordinate occupational health visits and distribute paperwork.
• Coordinate site cleaners and update relevant schedules.
• Maintain vehicle and plant maintenance database; distribute issues.
• Support other departments with general admin tasks.
• Prepare Purchase Requests as required.
• Complete and distribute daily/weekly security reports.
• Create and distribute site zone safety inspection rotas; update tracker and actions.
• Receipt delivery notes and maintain records.
• Maintain plant timesheets for Operations Lead.
• Coordinate skips and maintain related registers.
• Manage IT Store; return items as needed.
• Undertake any other admin duties as required.

Skills

Microsoft Office 365

Organisational skills

Communication skills

Front of house

Multitasking

Team player

Job description

On behalf our Client, we a recruiting a proactive and efficient Administrative Assistant to provide general administration support to the Facility Management Team and all departments. The successful post holder will contribute to the efficient running of the site by performing administration duties detailed below with a high level of commitment.This is an excellent opportunity for someone who enjoys a varied role within a busy operational environment.

Main responsibilities

• Control stationary stock and prepare stationary orders as and when required
• Ensure printers onsite are working and stocks of consumables are available
• Conduct all hospitality for visitors ensuring meeting rooms have everything they need
• Meet and greet visitors and act as front of house for the site and arrange the PPE
• Ensure that anyone entering the site has completed the required induction
• Assist the Recruitment & Training Administrator with any tasks as required
• Collate work instructions and update the training matrix
• Coordinate occupational health visits and distribution of paperwork
• Coordinate site cleaners
• Updating the vehicle and plant maintenance database & distribute any issues
• Assisting other departments with general administration as required
• Prepare Purchase Requests as required
• Ensure the daily and weekly security reports are completed and distributed
• Create and distribute site zone safety inspection rotas, maintain tracker allocate actions
• Receipting of delivery notes
• Maintain plant timesheets for Operations Lead
• Skips co-ordinate collection/ exchange/ uplifts and maintain registers
• Maintain the IT Store returning any items as required
• Any other administration duties as and when required

Skills / Experience

• Microsoft Office 365 applications - good level of knowledge required
• Positive and friendly service attitude
• Ability to organise own workload, to work accurately and multitask
• Good organisational skills
• Excellent communication skills both verbally and written, with good people skills
• Team player but also able to work on own initiative
• Customer service background
• Experience providing admin support services
• Previous experience in a manufacturing, engineering or industrial environment would be beneficial but is not essential.
• The candidate must be prepared for flexible work patterns and able to react to day-to-day changes.

Peopleare our businessworldwide

Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables