Administrator - FLEXIBLE WORKING OPTIONS

Office Angels; City of Edinburgh; Hybrid; GBP 80,000 - 100,000; Full time

Job summary

A recruitment agency in City of Edinburgh seeks a proactive Administrator responsible for managing the front desk and providing comprehensive administrative support. The ideal candidate will demonstrate proficiency in Microsoft Word and Excel, strong organisational abilities, and effective communication skills. This role offers a negotiable salary and flexible working options.

Qualifications

• Proficiency in Microsoft Word and Excel required.
• Strong organisational and time management abilities needed.
• Effective verbal and written communication skills necessary.
• High level of accuracy and attention to detail essential.

Responsibilities

• Serve as the first point of contact by answering incoming calls.
• Welcome and assist visitors, offering refreshments as needed.
• Maintain and organise both physical and digital filing systems.
• Manage invoicing and project owner reports.

Skills

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Strong organisational abilities

Effective verbal communication

Effective written communication

Attention to detail

Team collaboration

Job description

We are looking for a professional and proactive Administrator on behalf of our client. This key role involves managing the front desk and providing comprehensive administrative support to the Office Manager, Practice Manager & Directors.

Role

Role: Administrator
Location: City Centre
Salary: Negotiable
Hours: Monday to Friday (flexibility such as 9 day fortnight or hybrid working)

Responsibilities

Reception & Front Desk Responsibilities

• Serve as the first point of contact by answering incoming calls.
• Welcome and assist visitors, offering refreshments as needed.
• Handle incoming and outgoing mail efficiently.
• Coordinate taxi bookings and manage copy shop requests.
• Monitor and replenish stationery and office supplies.
• Maintain stock and distribution of Personal Protective Equipment (PPE).
• Organise Continuing Professional Development (CPD) lunch sessions.
• Log and track new business enquiries.
• Support the conversion of enquiries into active jobs using Workspace.

General Administration

• Maintain and organise both physical and digital filing systems.
• Perform a variety of general office and administrative tasks.
• Assist a designated group of engineers and technicians with administrative support.
• Carry out ad hoc duties as required.

Project & Financial Administration

• Convert job enquiries into active projects.
• Manage invoicing, fee charts, and project owner reports.
• Conduct weekly checks on the "won" system.
• Prepare and maintain specification lists.

Departmental & Submission Support

• Manage the Cube Store (both physical and electronic records).
• Archive documents and project files (physical and digital).
• Gather and compile information for project submissions.
• Support the Office Manager and Senior Management with submission preparation when needed.
• Provide Design Team Leaders with PQQ and tender documentation in the required format.

What you’ll need

• Proficiency in Microsoft Word and Excel
• Strong organisational and time management abilities
• Effective verbal and written communication skills
• Ability to collaborate effectively within a team environment
• Solid computer literacy and accurate typing capabilities
• Excellent command of English spelling and grammar
• High level of accuracy and attention to detail
• Capacity to work independently using initiative, while recognising when to elevate issues to a supervisor

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