Facilities Admin Assistant: Front Desk & Operations Support

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

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.