Administrator - FLEXIBLE WORKING OPTIONS

Office Angels; Scotland; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A professional recruitment agency is seeking a proactive Administrator to manage front desk operations and provide comprehensive administrative support. This role involves answering calls, assisting visitors, maintaining filing systems, and managing invoices. Ideal candidates will have proficiency in Microsoft Office, strong organizational skills, and a keen attention to detail. Flexibility in working hours is offered and the position is based in the City Centre.

Qualifications

• Proficiency in Microsoft Word and Excel is required.
• Strong organizational and time management skills are necessary.
• Ability to communicate effectively both verbally and in writing is essential.
• Solid computer literacy and accurate typing capabilities expected.

Responsibilities

• Serve as the first point of contact by answering incoming calls.
• Maintain and organize both physical and digital filing systems.
• Manage invoicing, fee charts, and project owner reports.
• Support the Office Manager and Senior Management with submission preparation.

Skills

Proficiency in Microsoft Word

Strong organizational abilities

Effective verbal communication

Attention to detail

Team collaboration

Accurate typing capabilities

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: 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 escale issues to a supervisor

This vacancy is being advertised on behalf of Office Angels who are operating as an employment agency. Office Angels are an equal opportunities employer.

Due to the volume of applications, only shortlisted candidates will be contacted. We look forward to reviewing your application.

If you are currently registered with Office Angels and interested in this role, please contact your consultant directly by email.

Office Angels is an equal opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.