Office Assistant

Pinsent Masons; Aberdeen City; On-site; GBP 21,000 - 30,000; Full time

Job summary

Pinsent Masons in Aberdeen is seeking an Office Support professional to manage mail and front-of-house duties, ensure meeting rooms are prepared, and provide general office administration. The role supports day-to-day operations for a professional services environment.

The successful candidate will handle reception duties, coordinate IT/AV setups, and maintain office supplies while upholding health, safety and environmental standards. This is a full-time, on-site role in Aberdeen.

Qualifications

• GCSE or equivalent qualification including maths and English.
• Relevant experience in an office environment within a professional services setting.
• Experience in customer-focused roles with strong communication.

Responsibilities

• Daily receipt, sorting, distribution, collection and despatch of mail and deliveries.
• Reception and meeting room management.
• Provision of IT/AV setup and reprographics support.
• Office administration, stationery ordering and vendor coordination.
• Health, Safety and Environment duties and general workplace operations.

Skills

Teamwork

Communication

Under pressure

PC systems

Education

GCSE or equivalent

Job description

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Preparing Royal Mail manifests using Click & Drop and OBA
• Scanning Co Sec mail and forwarding, liaising with Co Sec team regarding any queries
• Booking courier services, local, national and international
• Local hand delivery and collection of mail
• Distribution of incoming faxes
• Ascertaining originators of un-referenced mail by database search or issue of email notice
• Reception/Meeting Rooms
• Provide reception cover as required, in agreement with line manager
• Review Eptura and liaise with the reception team to ensure correct set up of meeting rooms
• Prepare beverages and deliver lunches to rooms at booked times
• Liaise with Reception to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• Assist with the set-up of IT/AV for meetings
• Daily AV checks in meeting rooms
• Reprographics
• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels
• Production of name badges for onsite seminars
• Health, Safety and Environment
• Ensuring that the office is tidy and delivered items are cleared away promptly
• Carrying out office inspections, completing forms and helping to resolve issues
• Assisting with the co-ordination and control of contractors, including completion of authorisations etc
• Reporting and recording of accidents and near misses
• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
• Participation in other safety and environmental related activities as directed by line manager
• New Starts and Internal Moves
• Carrying out health and safety and/or facilities inductions for new starts
• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
• Arranging print card for new starts
• General Workplace Operations
• Production and updating of internal signage
• Responding to general requests from staff & partners (maintenance, porterage etc.)
• Providing support with general office administration, including the processing of invoices and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager
• Identifying opportunities for process improvement
• To undertake other duties as reasonably required by line manager

Job Description

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Preparing Royal Mail manifests using Click & Drop and OBA
• Scanning Co Sec mail and forwarding, liaising with Co Sec team regarding any queries
• Booking courier services, local, national and international
• Local hand delivery and collection of mail
• Distribution of incoming faxes
• Ascertaining originators of un-referenced mail by database search or issue of email notice
• Reception/Meeting Rooms
• Provide reception cover as required, in agreement with line manager
• Review Eptura and liaise with the reception team to ensure correct set up of meeting rooms
• Prepare beverages and deliver lunches to rooms at booked times
• Liaise with Reception to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• Assist with the set-up of IT/AV for meetings
• Daily AV checks in meeting rooms
• Reprographics
• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels
• Production of name badges for onsite seminars
• Health, Safety and Environment
• Ensuring that the office is tidy and delivered items are cleared away promptly
• Carrying out office inspections, completing forms and helping to resolve issues
• Assisting with the co-ordination and control of contractors, including completion of authorisations etc
• Reporting and recording of accidents and near misses
• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
• Participation in other safety and environmental related activities as directed by line manager
• New Starts and Internal Moves
• Carrying out health and safety and/or facilities inductions for new starts
• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
• Arranging print card for new starts
• General Workplace Operations
• Production and updating of internal signage
• Responding to general requests from staff & partners (maintenance, porterage etc.)
• Providing support with general office administration, including the processing of invoices and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager
• Identifying opportunities for process improvement
• To undertake other duties as reasonably required by line manager

DAILY DUTIES AND RESPONSIBILITIES

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Preparing Royal Mail manifests using Click & Drop and OBA
• Scanning Co Sec mail and forwarding, liaising with Co Sec team regarding any queries
• Booking courier services, local, national and international
• Local hand delivery and collection of mail
• Distribution of incoming faxes
• Ascertaining originators of un-referenced mail by database search or issue of email notice
• Reception/Meeting Rooms
• Provide reception cover as required, in agreement with line manager
• Review Eptura and liaise with the reception team to ensure correct set up of meeting rooms
• Prepare beverages and deliver lunches to rooms at booked times
• Liaise with Reception to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• Assist with the set-up of IT/AV for meetings
• Daily AV checks in meeting rooms
• Reprographics
• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels
• Production of name badges for onsite seminars
• Health, Safety and Environment
• Ensuring that the office is tidy and delivered items are cleared away promptly
• Carrying out office inspections, completing forms and helping to resolve issues
• Assisting with the co-ordination and control of contractors, including completion of authorisations etc
• Reporting and recording of accidents and near misses
• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
• Participation in other safety and environmental related activities as directed by line manager
• New Starts and Internal Moves
• Carrying out health and safety and/or facilities inductions for new starts
• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
• Arranging print card for new starts
• General Workplace Operations
• Production and updating of internal signage
• Responding to general requests from staff & partners (maintenance, porterage etc.)
• Providing support with general office administration, including the processing of invoices and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager
• Identifying opportunities for process improvement
• To undertake other duties as reasonably required by line manager

Person Specification

• Educated to GCSE or equivalent, including maths and English

Qualifications

• Educated to GCSE or equivalent, including maths and English

Relevant Experience

• Relevant experience of working in an office environment within a similar professional services environment
• Experienced in a customer service/partnering environment; highly customer-focused

Key Skills

• Ability to work both as part of a team and unsupervised
• Good communication skills
• Ability to work under pressure
• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

• Good attention to detail
• Highly motivated with a 'can-do' approach towards all given tasks
• Adaptable to work in other areas of Facilities operations
• Understanding of privacy and confidentiality